Now, on Aerchain you can reconcile your books with the customer at any point in time to ensure all the invoice information is matching with each other. Please note that, the customer needs to enable this feature for you to use it.


Vendor reconciliation by default is triggered by the customer and you will receive an email with the details as well as an in-app notification regarding the same which looks like below. The customer takes a date range from (X-Y) and populates all the invoices created during this date range and sends the reconciliation request.



To navigate to all the vendor recon requests go to Modules > Vendor Reconciliation

This will land you on reconciliation listing page where all the recon requests from the customer for a specified date range are listed here.



Understanding the different status of the reconciliations


Overall Every reconciliation request has two set of different status columns in the listing page 


Status:

  • Pending: The request has been released to you and you are yet to upload response
  • Accepted: The responses submitted by you have been accepted
  • Rejected: The responses submitted by you have been rejected

Match Status

  • Matched: The response submitted by you match with the reconcile request
  • Unmatched: One or more invoices have a discrepancy as per your knowledge
  • Pending: you are yet to submit their response



Click on the reconciliation which are pending to submit your response this will take you the reconciliation view page as shown below.



As you can see, all the invoices in the selected date range of the customer are listed below for your reference. You can go through them and check if everything is accurate or not.


Submitting your response


If in case, there is a discrepancy in price/payment status/UTR ref/etc. you can upload your responses by following the below steps.


  • Click on the More button highlighted above >then click on download excel. An excel with all the below mentioned invoices will be downloaded > Open the file
  • In the file, make the necessary changes in the respective column and please ensure that you do not change the column headings and save the file
  • Come back to Aerchain Reconciliation page and click on the bulk upload button highlighted above and upload the saved excel file
  • Upon uploading, the changes made will reflect below as displayed below


Now, wait for the customer or get in touch with them to rectify if there is any solution or clarifications necessary for that particular invoice. Post evaluation, the customer will accept/reject and you will be receiving an email and in-app notification regarding the same.