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Learn why different invoice properties produce different Status and Actions. We'll guide you through our core matching criteria and explain how we determine if an invoice is a match, missing, or needs investigation.

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Xelix follows a five-step reconciliation process. In this article, we’ll dive deeper into how we present your Reconciliation Results to you, specifically the Status of an invoice (e.g. if there’s a match between what’s on the Statement and your system) and the associated Assigned Action.

The other steps:

In this article, we'll guide you through the series of core criteria we evaluate your invoice against, allowing us to delegate a single Status and Assign Action for each invoice.

📌 Tip: We’d recommend you first read our guide on How we match invoices: Matching logic, which explains how we determine which invoices are relevant to your reconciliation. This article dives deeper into what we do with the relevant invoices after we’ve found them.

These are the default columns you can see in the Action panel in your Rec Results.

During the matching process, Xelix evaluates every invoice line against four core criteria to determine the invoice’s Status & Assign Actions:

1. Invoice Found: Indicates whether we have found the invoice across any of your systems. This column shows if an invoice is present (even if against a different vendor/currency/division), reversed, deleted or completely missing.
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2. Open at Ledger Date: Provides information about the invoice's status in your system as at the ledger date - showing whether it was present, posted later, already paid, scheduled for payment, unposted, reversed or not found at all.

3. Amount Check: Whether the invoice amount matches between your system and the statement
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4. Date Check: Whether the invoice date matches between your system and the statement
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Based on these criteria combinations, we automatically produce a Status (what we found) and an Assign Action (what you can do about it) for each line in the reconciliation.

As a reminder, these are the following Statuses and Assign Actions we can assign to your invoice:

To learn more about the Action panel in Xelix, check Reconciliation results page: Ledger, Statement and Action panels

No action required: paid & completed

💡Note: We distinguish between “Paid” and “Completed” actions for your clarity - an item with a payment date is marked as “Paid” when it was paid before, subsequently posted or payment scheduled. “Completed” is a clean match, regardless of the payment status.

We classify it within your ledger if it satisfies the following conditions:

Check our guide on How to set Matching Tolerance to define an acceptable amount difference between your invoices and statements.