Build a controlled document set
Retrieve the PDF and the invoice-detail spreadsheet from Finance > Invoices and Export History. Record invoice number, issuing entity, recipient, currency, billing period and totals. Keep the original files unchanged and perform transformations in a working copy.
The reviewed invoice instructions describe monthly commission invoices generally appearing around the following month's 15th. Their listed country scope does not include Greece. Confirm the workflow in the actual account when the shop falls outside that published scope.
Map each included fee type before matching orders
Separate platform commission, shipping and any other document components actually present. Align tax-exclusive, tax and tax-inclusive totals using the PDF's labels. Do not compare a net amount in one file with a tax-inclusive amount in another and call the difference an overcharge.
Use invoice-specific order detail where possible. A broad settlement export selected by payout date can include a different population, and fees related to refunds may need their own adjustment or credit-document treatment.
| Control | What must agree | Common mismatch to investigate |
|---|---|---|
| Entity and shop | Correct issuer / recipient / account | Wrong country shop or legal entity |
| Currency | Same original currency | Converted management report |
| Period | Same billing population | Order or payout-date filter instead |
| Fee scope | Same included components | Shipping omitted or commission duplicated |
| Tax presentation | Same net/tax/gross basis | Tax-inclusive amount compared with net |
| Document identity | Unique invoice / credit identity | Duplicate import or missing related document |
Illustrative difference caused by omitted shipping
Assume a PDF totals €150 on a consistent tax basis, made up of €120 commission and €30 shipping. A working spreadsheet includes only commission and totals €120. The €30 variance is resolved by mapping the shipping component, not by changing the commission rate.
Now suppose both components are present but the total is €148. The remaining €2 must be investigated independently. Possible checks include a missing row, related credit, duplicate filter or rounding; none is established until the documents support it.
Invoice control difference = PDF comparable total − sum of mapped comparable detail; illustrative first difference = €150 − €120 = €30Connect the invoice to orders without double-booking the expense
If the operating ledger already records commission from settlement transactions, the invoice should support or reconcile that expense according to the accounting process. Posting it again without checking the existing entries can duplicate the charge.
Keep invoice number and transaction keys in the working mapping. Where one invoice component spans many orders, preserve the many-to-one relationship instead of copying the full invoice total onto every order.
- Validate the PDF identity and scope.
- Sum fee detail by component and tax basis.
- Explain every material difference to the PDF.
- Link the mapped fees to the operating ledger's existing entries.
- Record the final reconciliation and any unresolved exception.
How should late documents affect a closed period?
An invoice that arrives after a provisional management close may require a true-up under the business's accounting process. Keep the prior estimate and the actual document linked so the difference has an explanation, rather than silently replacing the previous result.
Decide which discrepancies matter for reopening a period and who resolves them. The calculation can quantify an amount, but accounting materiality, tax treatment and posting policy depend on the business and applicable requirements.