# Supplier statement reconciliation in Business Central for wholesalers

Business Central has no built-in supplier statement reconciliation. Wholesalers have many suppliers, and each sends a monthly statement. The statement is the only place a missing invoice, a missing credit or a bill paid twice shows up.

## Why it matters for wholesalers

- Statements often show invoices in a different order, with finance charges, rebates and unapplied payments mixed in.
- A statement that disagrees with your records can mean you owe less or more than the ledger shows, which affects cash and who you call first.

## For wholesalers in Business Central

- Enter the supplier's invoice number in the Vendor Invoice No. field on every purchase invoice. You can then search vendor ledger entries by that external document number and tick off each statement line.
- Vendor ledger entries keep the external document number after posting, so the match still works on older invoices.
- Open Vendor Ledger Entries and use Data Analysis to see what you owe a supplier, broken into time intervals by due date. Compare each interval with the supplier's statement.
- The Detailed Vendor Ledger Entries Power BI report shows entry-level detail when a statement line and your balance differ.

## What Business Central does on its own

Business Central has no supplier statement reconciliation. Payables reports such as Vendor - Balance to Date and the vendor ledger entries show what you owe, and a person compares them with the supplier's statement.

Vendor - Detail Trial Balance lists all ledger entries in a date filter.

What you need and the setup steps: https://www.pulsify.tech/supplier-statement-reconciliation-for-business-central/

## Example

Example Carton Co sends a vendor statement showing $18,440 owing. Your ledger shows $16,640.

- Invoices on both the statement and the ledger: $16,940.00 (Match)
- Invoice 5188, on statement only: $1,500.00 (Missing from ledger, ask for a copy)
- Credit note CN-211, in ledger only: -$300.00 (Supplier has not applied the credit)

The $1,800 gap is the $1,500 invoice missing from the ledger plus the $300 credit the supplier has not applied. Both go back to the supplier before the next pay run.

## Common mistakes

- Paying from the statement total without checking each line against the ledger.
- Leaving credits unmatched on the statement, so the supplier collects money you are not owed.

## Step-by-step guides for Business Central

- How to run the Aged Accounts Payable report in Business Central: https://www.pulsify.tech/how-to/run-an-aged-payables-report-in-business-central/

## What Pulsify adds

Pulsify reads each vendor statement, checks every line against your bills and credits and names what does not agree. Pulsify connects to Business Central. We set up the connection for you. More: https://www.pulsify.tech/supplier-statement-reconciliation/

## Common questions

### Can Business Central reconcile a supplier statement?

No, not automatically. The usual route is to search vendor ledger entries by the external document number and tick off each line on the statement. That only works if the vendor's invoice number was entered on every invoice.

### What do I do with an invoice that is on the statement but not in my ledger?

Ask the supplier for a copy and a delivery docket. Do not pay until you have matched it to a purchase receipt. If it is valid, enter it with the right date so your accruals are right.

### Can Business Central match a supplier statement automatically?

Not automatically. Run Vendor - Balance to Date or look at vendor ledger entries and compare them with the statement by hand.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/business-central/purchasing-ext-doc-no
- https://learn.microsoft.com/en-us/dynamics365/business-central/payables-reports
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

Source: https://www.pulsify.tech/supplier-statement-reconciliation-in-business-central-for-wholesalers/ (last checked 2026-10-19)