Reconcile an ERP export

Reconcile an ERP export with documents submitted through Complyance. You need the export for the selected country and environment, plus a new or saved column mapping.

Start a reconciliation

Open Reconciliation in the Invoice Portal and choose Start reconciliation.

An empty Reconciliation history page with Start reconciliation and Manage mapping controls above the history table. A first-run message and Start first reconciliation button appear in the centre. — Start from Reconciliation history. The first-run empty state also links to the upload flow.

Enter a unique Reconciliation name. Then choose how to map the spreadsheet columns:

Choose a completed mapping when the export has the same column layout as a previous run.
Choose Create new mapping and enter a unique Mapping name for a new layout.

Drop the export into the upload area, or choose Browse files, then choose Upload. The file review shows the file name, reconciliation name and number of rows detected.

The New reconciliation upload step with a reconciliation name, Create new mapping selected, a mapping name and an ERP CSV file selected in the upload area. — Name the run, choose or create a mapping, select the ERP export, then upload it.

Confirm the uploaded file

Check the file name and row count on Review uploaded ERP file. Choose Back to upload if you selected the wrong file. You can replace the file without starting another reconciliation.

The expected layout is one invoice or credit note per row. A line-level export also works: map Document Number and Line Item ID so rows from the same document can be grouped before comparison.

Choose Continue to mapping.

The Review uploaded ERP file page showing an XLSX file read successfully, 629 rows detected, the reconciliation name, the expected row layout, and Back to upload and Continue to mapping buttons. — Confirm the uploaded file and detected row count before continuing to field mapping.

Map the ERP columns

Complyance suggests mappings for a new layout. Check every suggestion against the Reference value, then select a different Source Header where needed. Use the field search or the Mandatory only, Mapped only and Unmapped only filters to narrow the list.

All seven mandatory fields, marked M, must be mapped:

Field	What it is used for
Document Number	Identifies the invoice or credit note.
Issue Date	Sets the period covered by the run.
Invoice Currency	Compares the document currency.
Line Item ID	Distinguishes rows within the same document.
Total Amount Excluding Tax	Compares the amount before tax.
Total Tax Amount	Compares the tax amount.
Total Amount Including Tax	Compares the final amount.

Map any other fields that you want to compare. Choose Re-run AI mapping to refresh the suggestions for a new mapping, or Re-upload ERP file to replace the source data.

When the page says All mandatory mapped, choose Start Prechecks. A new mapping is saved under the mapping name, so you can select it in another reconciliation.

The Field Mapping step with Core Mapping selected. Seven fields are mapped and all mandatory fields are ready. The table shows Complyance headers, source headers and reference values, with Start Prechecks above it. — Verify the suggested source headers against their reference values before starting prechecks.

Review the prechecks

The overview shows the number of ERP rows, the number of invoice records after line items are grouped, the detected issue-date period, currencies and rows that need review. The volume chart can group the uploaded invoices by day, week or month.

Open an issue to see its ERP row numbers. Prechecks treat issues in two ways:

Result	What it means	What to do
Blocked	A row has no document number, no line item ID, or no valid issue date.	Correct the export and choose Fix and re-upload, or choose Exclude rows and continue.
Review	A row has a duplicate document and line ID, an invalid currency or amount, or amounts that do not balance.	Check the row. It stays in the run and is explained in the report.
Passed	The file is readable, all mandatory mappings exist and invoice records were identified.	No action is needed.

Excluding a blocking row removes that row from this comparison only. The report keeps a separate Excluded result so you can account for it.

The Overview and prechecks step showing 629 ERP rows, 628 invoice records, the detected period, AED currency, nine rows to review and a weekly volume chart. A warning says reconciliation is blocked and offers Back to mapping, Fix and re-upload, or Exclude 5 rows and continue. — Review the detected file summary and resolve blocking rows before you run the comparison.

Run the comparison

Choose Run reconciliation. The page moves from Queued to Running while it reads the submitted documents, matches them to the eligible ERP records and compares the mapped fields.

You can leave the page while it runs. Open Reconciliation history later and choose Continue reconciliation to return to it.

The Reconcile step while a reconciliation is running. Validate staged ERP rows is complete, reading Complyance documents, matching documents and comparing mapped fields are in progress, and preparing the report is waiting. — The progress view shows each stage while Complyance reads documents, matches records and prepares the report.

Review and download the report

When the run finishes, choose Review report. The overview shows ERP rows reconciled, invoice records reconciled and the percentage matched.

A completed reconciliation report showing 624 ERP rows reconciled, 623 invoice records reconciled and 98 percent matched. Result cards, result tabs, the exceptions table and Download Excel report are visible. — The report overview summarizes the match rate and groups every exception by result.

Choose a result card or tab to filter the table. Choose View details on a record to see why it was flagged and compare every mapped value in the ERP export with the submitted document. Line-level differences include the line item ID.

The Unmatched report tab with one result expanded. The explanation says the document exists on both sides, and the field comparison highlights a Total Tax Amount mismatch between the ERP and Complyance values. — Expand an exception to compare the ERP and Complyance values field by field.

Choose Download Excel report to save the full report as an XLSX file.

The downloaded Sales document reconciliation workbook open on its Summary sheet. It shows the run ID, country, environment, issue-date period, uploaded and reconciled counts, the outcome breakdown and worksheets for each result type. — The Excel report includes a summary and separate worksheets for each result type.

Understand the results

Result	Meaning
Matched	The mapped ERP and Complyance values agree.
Unmatched	A document exists on both sides, but one or more mapped values differ.
Missing in Complyance	The ERP export contains the document, but no eligible submitted document was found.
Missing in ERP	A submitted document was found, but it is not in this ERP export.
Duplicate document	The same document number and line item ID appear more than once in the ERP export.
Status exception	The mapped values agree, but the submitted document’s status needs attention.
Excluded	A blocking precheck kept the ERP row out of the comparison.

The report opens on All exceptions. A missing value in one mapped field is a field difference; it does not by itself mean the whole document is missing.

Examples of exception details

For Missing in Complyance, the ERP document is shown while the submitted-document side is empty.

The Document missing in Complyance report tab with one record expanded. The explanation says no matching submitted document was found, and the Complyance column in the field comparison is empty. — Missing in Complyance means the ERP record has no eligible submitted-document match.

For Missing in ERP, the submitted document is shown while the ERP side is empty.

The Document missing in ERP report tab with one record expanded. The explanation says a submitted document was found but is not in the ERP export, and the ERP column in the field comparison is empty. — Missing in ERP means the submitted document is absent from this export.

For Duplicate document, the explanation identifies the repeated spreadsheet rows.

The Duplicate documents report tab with one record expanded. The explanation says one or more line identifiers repeat and lists duplicate Excel rows 3 and 4. — Duplicate document details identify the spreadsheet rows that repeat a document and line identifier.

For Status exception, the values can match even though the submitted document is not in a final-success status.

The Status exception report tab with one record expanded. The mapped values all match, but the selected Complyance status is NEEDS_CORRECTION. — A status exception calls attention to the submitted document's status, even when its mapped values agree.

Continue or manage previous runs

Reconciliation history is scoped to the country and environment selected in the sidebar. Search by reconciliation name, or use All, Completed and Pending to filter the list.

Reconciliation history with four completed runs. Each row shows its period, saved mapping, ERP invoice count, match percentage, exception count and a View report button. — Use Reconciliation history to reopen completed runs or continue pending ones.

Open a pending run and choose Continue reconciliation. The uploaded file and mapping remain in place.
Open a completed run to view its summary, review the report or choose Download Excel.
Use the pencil action to rename a reconciliation.
Use the delete action to permanently remove a reconciliation and its uploaded ERP data.

Choose Manage mapping to create, rename or delete reusable mappings. Deleting a mapping does not change reconciliations that already used it.

The Manage mapping page with a completed mapping named test-mapp selected. Seven ERP columns and their Complyance fields and field paths are listed, with controls to create a mapping or use the selected mapping for a reconciliation. — Saved mappings can be reviewed, reused, renamed or deleted from Manage mapping.