Supplier Statement Reconciliation Worksheet

Who this is for

Match a supplier's statement to your own books. Each statement line is checked against your records and the items explaining any gap are listed underneath.

Sole traders who buy on account from a few regular suppliers and want to check a statement before paying it, or before the year's figures are finalised.

What this helps you track

• The statement balance and the balance your own records show
• Each statement line, and whether it is in your records at the same amount
• The difference on every line that does not match
• Reconciling items such as payments in transit or missing invoices
• What remains unexplained and whether the account agrees

How to use it

1. Write the supplier, the statement date, the balance on the statement and the balance on your own records at the same date.
2. Work down the statement and enter each line: date, reference and amount.
3. Find each one in your records, tick it if it is there, and write the amount you recorded.
4. List anything that explains the gap, such as a payment the supplier has not received yet or an invoice you have not been sent.
5. The differences and the unexplained balance are worked out in the browser and the workbook; on paper, subtract across and add down.
6. Contact the supplier about anything still unexplained, and note the answer before you pay.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Which balance should I start from?

The statement's closing balance and your own balance for that supplier on the same date. If the dates differ, the difference will include anything in between, which makes it harder to find the real mismatches.

What counts as a reconciling item?

Anything that explains why the two balances differ and is expected to clear: a payment you sent that is not yet on the statement, a credit note still to come, or an invoice the supplier issued that you have not received.

What if the unexplained figure is not zero?

Then something is missing or wrong on one side. Check for duplicated invoices, transposed figures and payments allocated to the wrong invoice, and ask the supplier for copies of anything you cannot find.

Do I need this if I pay every invoice on receipt?

Less often, but a statement still catches invoices that never reached you and payments the supplier has not applied. How often you check is up to you; many people do it before the year's figures are finalised.