Invoice Reconciliation

What is Invoice Reconciliation?

Invoice Reconciliation checks what your DMS invoiced against what you actually scanned. When you receive a shipment, you scan each part. Your DMS also records what it billed you for. The Invoice Reconciliation Report lines these two up so you can spot any part where the quantity or the cost does not match.

Small differences add up fast. A part billed at the wrong cost, a short shipment marked as received in full, or a double-billed line can quietly eat into your margin. This report catches those problems while they are still easy to fix.

Where to Find It

The Invoice Reconciliation Report lives in the dashboard at sip.ipsdev.com.

1. Log in to the dashboard.
2. Open Reports.
3. Select Invoice Reconciliation Report.

Setting Your Filters

Three filters control what the report shows:

• Scanned Date — Pick a date range, or use a preset such as today, yesterday, or this week. The report looks at parts scanned in that window.
• Filter text — Type an invoice number, part number, or order number to jump straight to one item.
• Exception type — Choose what to display: All Exceptions, Quantity Exceptions only, Cost Exceptions only, or All Parts (every line, whether it matched or not).

Most parts managers start with All Exceptions to see only the lines that need attention, then switch to All Parts when they want the full picture.

Reading the Columns

Each row is one part on one invoice. The columns show both sides of the comparison:

• Invoice # and Invoiced At — Which invoice the part is on and when.
• Ship Line #, Part #, Order #, and Description — What the part is.
• Invoiced Qty vs Scanned Qty — What your DMS billed vs what you actually scanned in.
• Cost and Price — The cost and price on the line.
• Net Amount — The dollar value of the line.
• Status and Multi — Flags that mark the line and note multi-part situations.
• Difference — The gap between invoiced and scanned. This is the column to watch.

What Counts as an Exception

Quantity Exception

The invoiced quantity does not match the scanned quantity. This usually means a short shipment (you were billed for more than arrived) or an over shipment (more arrived than the invoice shows). Either way, you want to know before the parts hit the shelf.

Cost Exception

The cost on the invoice is not what you expected for that part. A cost exception can point to a pricing error, an outdated cost, or a keying mistake on the vendor's side.

Fixing Differences

1. Filter to All Exceptions for the day or week you are reviewing.
2. Look at the Difference column to see the size of each gap.
3. For a quantity gap, confirm what actually arrived. Recount the part if you need to, then work with your vendor or DMS to correct the short or over shipment.
4. For a cost gap, check the expected cost and contact your vendor or update your DMS so the next invoice is right.
5. Re-run the report to confirm the exception is cleared.

Exporting the Report

You can export the report to Excel or CSV to share it with a manager, attach it to a vendor claim, or keep a record. Use the export button at the top of the report. The export includes every column and respects your current filters.

Common Use Cases

Daily Receiving Check

Run the report each afternoon for the day's scanned date. Clear any quantity exceptions before the parts are shelved so short shipments never turn into surprise stockouts.

Vendor Claim Backup

When a shipment is short, export the report as proof. The scanned quantity is your record of what actually arrived, dated and tied to the invoice.

Month-End Margin Review

Filter cost exceptions across the month to catch pricing drift before it affects your parts margin.