Understand how we organise your rec results and what the columns mean
This guide gives you a comprehensive view of your rec results. Specifically, we outline the Ledger, Statement and Action panels located in your rec results page. Learn how to interpret each panel, filter and organise your data, and understand the significance of various categories and actions. This guide will help you identify differences, and understand outstanding assigned actions. No more endless investigations 🙌
The Reconciliation results page is divided into three panels: Ledger, Statement and Actions.
Above these panels you will find an icon with a magnifying glass (second from the left). This is our 'Find & Replace Invoice No.' feature which allows you to edit your invoice numbers in this rec by replacing or removing characters. You can use this to ensure standardised invoice number formatting across your data. Click here to understand how to use this feature.
💡 Note: next to each column heading, you can click the funnel icon to filter the data and display a subset of the data category. Clicking the dual arrow symbol allows you to rearrange the data alphabetically, reverse-alphabetically and numerically where applicable.
Ledger (Left panel)
The title shows the ledger date recorded for this reconciliation.
This panel displays data pulled from your ERP and workflow systems. These are your internal invoice records that Xelix reconciles against.
Default columns:
Posted Date: the date the invoice was posted in your ERP
System: indicates the source system (e.g., Coupa or SAP)
Invoice Date: the date of the invoice in your system.
Invoice No.: the invoice number in your system
Invoice Amount: the invoice amount in your system
Statement (Middle panel)
The title displays the statement number and the Rec Vendor name.
This panel shows data extracted directly from the uploaded supplier statement.
💡 Note: click the blue, hyperlinked statement title to preview the original document.
Default columns:
Invoice Date: the date listed on the statement
Invoice No.: the invoice number on the statement
Invoice Amount: the amount recorded on the statement
💡 Note: any custom statement columns you create, will show up here too.
Actions (Right panel)
Lists matches, discrepancies, and outstanding tasks identified by Xelix — e.g., missing invoices, value mismatches, or unposted workflow items.
Default columns:
Status: The reconciliation outcome - either Matched or Differences.
Matched: No action required (the invoice data from the statement and ledger are aligned)
Differences: Discrepancies found thus action needed.
Differences fall into six categories:Missing: the invoice was not found anywhere in your system(s)
Not open on ledger: the invoice was found, but it was not open on your ledger for the criteria selected (i.e. for the select ledger date, vendor, division, currency)
Not on statement: the invoice is present in your system but not on the statement
💡 Note: What happens when an invoice is in your system but not on statement?
We classify it within your ledger if it satisfies the following conditions:
Vendor
Division
Currency
Open / paid after the ledger date
Posted date
Amounts don’t match: value mismatch between statement and ledger
Invoice dates don’t match: Date mismatch between statement and ledger
Unposted only: Invoice does not have matching statement line item and/or is stuck in the workflow and hasn't reached the ERP
💡 Note: click the hyperlinked status e.g. 'Match’ to see a detailed summary for that invoice across all columns in the Actions panel.
Assign Actions: The actions Xelix recommends for resolving differences for unmatched invoices. Each action is categorised as either Pending or Resolved.
💡 Note: click the arrow next to an assigned action to manually update it - e.g., change ‘Unposted’ to ‘Completed’ after resolving the issue.
Pending: Actions still requiring attention:
Investigate: manual review needed to understand the discrepancy e.g., why amounts don’t match or why the invoice isn’t open on the ledger
Request copy: the invoice on the statement is not present in your system(s) and a copy is needed from the vendor
Unposted: the invoice has not yet been posted to your ERP system and requires investigation
Resolved: no further action is needed:
Completed: no further work is required
Paid: invoice has been paid before ledger date or scheduled/processed payment date
💡 Note: if any of the items with Completed/Paid Actions have a mismatch in Amount check or Date check, the Action will be Investigate, not Completed/Paid.
Invoice Found: Xelix identifies if and where a difference invoice has been found across your entire invoice population across all your system(s)
Yes: the invoice has been found
Not on ledger: the invoice has not been located on your ledger
Different vendor: the invoice has been found but recorded against a different vendor
Different division: the invoice has been found but recorded against a different division
Different currency: the invoice has been found but recorded in a different currency
Obsoleted/deleted: the invoice has been deleted in your system
Reversed: the invoice has been reversed/offset in your system(s)
💡 Note: if you hover your mouse over the text, Xelix will display which different vendor, division, or currency the invoice has been found against.
Open at Ledger Date: Xelix identifies whether the invoice was open on the ledger date selected as part of the reconciliation
Yes: the invoice was open in your system, on the selected ledger date
Unposted: the invoice has not yet been posted into your ERP system as at the selected ledger date
Not on ledger: the invoice has not been located in any of your system(s)
Paid before: the invoice was paid before the selected ledger date
Payment scheduled/processed: The payment for the invoice is in progress
Subsequently posted: the invoice was posted after the selected ledger date
Invoice date after ledger date: the invoice date is after the selected ledger date selected
Obsoleted/deleted: the invoice has been deleted
Reversed before: the invoice was reversed in your system before the selected ledger date
Amount Check: Xelix identifies whether the amount of the invoice on the statement matches the amount of the invoice in your system.
Match: the amount on the invoice matches the corresponding amount recorded on your ledger
Mismatch: the amount on the invoice doesn’t match the corresponding amount recorded on your ledger
Not on ledger: the invoice is missing from your system
Not on statement: the invoice is not on the statement
Date Check: Xelix identifies whether the date of the invoice on the statement matches what you have in your system
Match: the invoice date on the statement matches what you have in your system
Mismatch: the date on the invoice doesn’t match the corresponding date recorded on your ledger
Not on ledger: the invoice is missing from your system
Not on statement: the invoice is not on the statement
Comments: this column allows you to leave notes on individual invoices. Click on the comment icon to access the following options:
Comment: add text notes (up to 10,000 characters), attach a file, or mention (@) a team member for collaboration. This comment will appear on the exported internal copy.
Note to Vendor: leave a message for your vendor. This note will appear on the exported summary of the reconciliation, shareable with your vendor. We’ll explore this further in Exporting & sharing your reconciliation
Historical Comments:
Xelix reflects historical comments - this refers to previous comments made to a specific rec line. For Xelix to consider two rec lines to be the same, we require the date/amount/number from two different recs (aka invoices) to be the same.
When these conditions are met, any previous comments made will be reflected on your "current reconciliation".
These comments will be pulled into the exported/shared internal copy but not vendor copy.
💡 Note: any Division restrictions you've made on Xelix apply here - only users with access to the division the invoice is matched to, will see comments on it, including historic comments.
Click here to understand how to further customise your rec results view by interacting with the Columns & Filters options available to you.