Automated Reconciliation Process for Invoice Data on the Resourcify Platform
In the invoice verification process, in combination with the attached Excel file, a reconciliation must take place between the Excel sheet, the invoice, and our software. The Resourcify platform provides a multi-stage, automated reconciliation process for the validation and efficient allocation of invoice line items.
The following description explains the individual process steps, including all technical and business validation mechanisms:
- Parallel Reconciliation of Location and Material
Location: The location is reconciled with the corresponding cost center. A validation is performed to ensure that the specified location is correctly linked to an existing cost center in the system.
Material: The referenced material is reconciled based on the AVV and additionally validated via the RMID to ensure unambiguous identification. - Container Reconciliation:
In the next step, the container is validated based on the preceding data (location and material) and the service date. The system checks whether the container was valid on the specified date and was assigned to the defined location and material.
- Optionally, an additional validation is performed via the RCID, if provided. - Order Reconciliation:
The determined container data and the service date serve as the basis for reconciling the associated order. If an order number is available, it is prioritized for data reconciliation. The container serves as an additional validation feature, which allows the service date to be correctly allocated even in cases of discrepancies. - Invoice Line Item Reconciliation:
The final allocation of the invoice line item is based on the following criteria:
-Service Type
-Service Provider
-Invoice Unit
-All relevant numerical fields
In each reconciliation step, there is a possibility that multiple valid matches are identified. In this case, the system checks all potential options and returns the variant with the highest match rate. - Handling of Multiple Assignments:
If the reconciliation process finds several potentially valid combinations, an algorithm is used to systematically evaluate all available options and select the one that demonstrably exhibits the highest data consistency and business correctness.
The automated validation logic of the Resourcify platform significantly strengthens integrity and traceability in the invoicing process – a decisive added value for compliance, process reliability and efficiency in operational waste management.