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Payment Reconciliation
Learn how to identify and resolve payment data by comparing your exchanged documents with remittance advices.
Overview of Payment Reconciliation
The reconciliation dashboard is divided into two tabs: Open Remittance Advices and Completed.1
Open Remittance Advices
These are remittance advices that still require your attention. This could be because the reconciliation process is not yet fully complete or the data has not yet been manually pushed to your ERP system.
2
Completed
These remittance advices have been fully reconciled. No further action is required, and the payment information has already been updated in your ERP system.
Payment Reconciliation Detail View
The detail view displays all key information about the documents referenced in the remittance advice. In the list, you’ll be able to review each referenced document along with its current status. The possible statuses are:
1
Approved
The document has been manually reviewed and approved.
2
Discrepancy
The referenced document contains amount differences when compared to the remittance advice.
3
Missing
The document requires manual approval. It was referenced in the remittance advice but has not yet been received by Procuros. To proceed with reconciliation, you’ll need to manually approve the missing document. This confirms that the reference is valid even if the original document wasn’t received through Procuros.
4
Pending Review
The document requires manual approval. This status typically applies to Debit Notes and Service Invoices, as these types of documents are not transmitted through Procuros automatically.
5
Reconciled
The document was automatically matched with the remittance advice by the system.
Once the reconciliation is complete and the remittance advice has been submitted to your ERP system, Procuros will automatically mark the corresponding pending invoices as Paid.
How to use the feature
1
View open remittance advices
Open the “Open Remittance Advices” tab to view your open inbox.
2
Complete them to 100% reconciliation process
Click on a single remittance advice to view its line items. By clicking ‘View Pending Items Only’ all items that require your action will be auto-filtered. You can click on them one by one to make a decision on them or leave an internal comment.
3
View and ensure discrepancy correctness
Discrepancies do not hold back remittance advice submission but it is generally advisable to review any discrepancies with an abnormal discrepancy percentage.
4
Submit the remittance advice to your system
Click ‘Submit to ERP’ to update all documents as paid in your ERP system that are contained within the remittance advice. If certain documents are not in your ERP system (e.g., because you manage your liabilities in a third party system), nothing will happen to them and only the documents that can be found will be updated.
5
Review past submissions in the 'Completed' tab
Keen to see anything that you submitted in the past? All historic submissions are stored under the ‘Completed’ tab.
FAQs
What happens in my ERP system once I submit a remittance advice?
What happens in my ERP system once I submit a remittance advice?
Procuros will look up all documents that correspond to the document numbers in the remittance advice and change their status to paid / redeemed.
What happens if I submit and there is a discrepancy between the invoiced and remitted amount?
What happens if I submit and there is a discrepancy between the invoiced and remitted amount?
With submission, any document will be marked as fully paid. Procuros does not distinct between partial and full payments, hence discrepancies will be highlighted before submission so that you can take corresponding action if desired.
Do early payment cash discount and other deductions get transferred as information into my ERP?
Do early payment cash discount and other deductions get transferred as information into my ERP?
No, the current version only supports status changes. To see a breakdown of deductions, simply hover your mouse cursor over the discrepancy in Procuros (only shown if the retailer sends that information).
What does it mean if a document within a remittance advice is marked as "Missing"?
What does it mean if a document within a remittance advice is marked as "Missing"?
Missing documents are indicated as documents that are unknown to Procuros. This is typically the case for document types that are not yet transmitted via Procuros, but rather outside of it (e.g., debit notes).
Does Procuros support the ingestion of PDFs and CSVs of remittance advices?
Does Procuros support the ingestion of PDFs and CSVs of remittance advices?
Not yet. The current version focusses exclusively on the translation of EDI messages from larger retailers like EDEKA and Markant partners. The support of PDF and CSV files is on the short-term roadmap for the feature.
How can I find specific information regarding the payment status of e.g. a certain invoice?
How can I find specific information regarding the payment status of e.g. a certain invoice?
All documents are globally searchable via Procuros. Simply use the search function under ‘Transactions’ by using the document number. After clicking into the document, all related transactions (e.g., the remittance advice the invoice was included) are linked in the right side bar.
Can I set rules for discrepancies?
Can I set rules for discrepancies?
Unfortunately not yet. This is a heavily requested improvement and it’s on our product roadmap. For now, please refer to the discrepancy percentages to see whether a discrepancy is within expectations and if not, hover the discrepancy pill to see a breakdown of the discrepancy.
Does Procuros create any new documents out of my remittance advices?
Does Procuros create any new documents out of my remittance advices?
No. The current version only updates whichever documents you work on in your ERP.