Vendor Statement Matching for Epicor BisTrack
Every vendor statement that lands in the AP mailbox is read line by line against BisTrack’s AP subledger. Missing invoices are requested, untaken credits flagged, and the reply to the vendor is drafted for a person to send.
Accounts payableUpdated Oct 202620 ERPs
See it work on BisTrack.
Click through the steps. Fictional data, in BisTrack’s terms; the real thing runs on BisTrack.
From ar@tamarackforest.com · Received Oct 5, 6:42 am · 62 lines · balance shown $92,468.22
TFP-204102 · Sep 3 · $9,840.00
TFP-204218 · Sep 11 · $12,117.60
TFP-204291 · Sep 18 · $4,206.00
CM-1187 · Sep 22 · ($1,250.00)
TFP-204355 · Sep 30 · $18,462.80
Sixty-two lines, read into invoices, credits and payments overnight.
The problem, as it happens in BisTrack.
A vendor statement shows up on the fifth with sixty lines, and the AP desk checks it against the vendor’s open items in BisTrack with a highlighter. Most lines are there. The ones that aren’t get a sticky note: an invoice that never arrived, a credit the vendor issued that nobody keyed, a check from three weeks ago the vendor still shows open.
The sticky notes are the money. A missing invoice surfaces as a past-due call from the vendor and a lost discount. A credit not taken is paid in full and forgotten. Nobody tracks how many statements got reconciled this month, or which vendors never get one.
How it works.
- 1
The statement is read
Each statement that lands in the AP mailbox, as a PDF, a photo or a spreadsheet, is read into its lines: invoice numbers, dates, amounts, credits, payments. Figures BisTrack can’t confirm are read twice.
- 2
Each line is placed against BisTrack
Every line is matched to the vendor’s open and paid items in BisTrack: on both sides and agreeing, on the statement only, in BisTrack only, or there with a different amount.
- 3
The differences are sorted
Invoices never received are listed for request. Credits not taken are flagged with the invoice they belong to. Payments the vendor hasn’t applied are listed with the check number and date from BisTrack.
- 4
The reply is drafted, a person sends it
A note to the vendor asks for the missing invoices and points at the unapplied payments. The AP desk reads it, edits it, sends it. Whatever comes back lands on the same card.
How it connects to BisTrack.
Lunica reads BisTrack’s AP subledger through a read-only login to the BisTrack SQL Server database and its reporting views: the vendor file, open and paid vendor invoices, credit memos and payment history. The statements themselves come from the AP mailbox or the scan share. Each line is matched by invoice number first, then by amount and date when the vendor’s numbering doesn’t match yours.
Nothing is written to BisTrack and nothing is sent on its own. A missing invoice, once the vendor sends it, enters BisTrack through the accounts payable workflow as a supplier invoice batch. A credit the vendor issued is keyed by your team from what Lunica prepared. The reply to the vendor is a draft until a person sends it.
What a week looks like.
- Every statement reconciled the month it arrives, not the quarter it’s found.
- Missing invoices requested before the vendor calls about them.
- Credits found before the invoice they belong to is paid in full.
- The vendor’s balance and BisTrack’s agree, with every dollar of difference explained.
Questions
Does it change anything in BisTrack?
No. It reads the subledger and places the statement against it. A missing invoice or a credit is keyed by your team or imported as a supplier invoice batch, by a person.
What if the vendor’s invoice numbers don’t match ours?
Lines are matched by number first, then by amount and date. A line that only matches loosely is marked as such and waits for a person to confirm.
Does the reply go to the vendor automatically?
No. It’s drafted on the card. The AP desk reads it, edits it, sends it.
What about statements that come as spreadsheets or photos?
Read the same way. PDFs, photos, and Excel or CSV statements are rendered to lines and placed against BisTrack.
Can it handle a buying-group statement?
Yes. A statement from your buying group with charges from many vendors is split by vendor, and each part is placed against that vendor’s items in BisTrack.
What about payments the vendor hasn’t applied?
They’re listed with the check number and date from BisTrack so the vendor can find them, and included in the drafted reply with the remittance.
Does it need a server?
Lunica runs on one Windows server inside your network, beside BisTrack’s SQL Server, set up and maintained by Lunica. It reads Epicor BisTrack through a read-only login to the BisTrack SQL Server database and its reporting views. There is no inbound connection from outside your network.
What does Lunica read in BisTrack?
The customer record, open items and terms, purchase orders and receipts, the product record, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to BisTrack?
Nothing lands in BisTrack without a person. What belongs in BisTrack goes back as a BisTrack import where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in BisTrack Document Management. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Vendor Statement Matching is written for every system on the list. You’re reading the BisTrack version.
See it on your BisTrack data.
Thirty minutes. We walk the workflow on BisTrack data, then map it to yours.