Supplier statements help you check that what a supplier says you owe matches the invoices you have on file. This makes it easier to spot missing paperwork and reconcile supplier balances with confidence.
How supplier statement matching works
Dext matches items on a supplier statement with invoices in Dext and your connected accounting software using:
Supplier name
Document reference number
If the document reference is missing or doesn’t match, Dext also compares:
Total amount
Invoice date
Supplier name
Important:
If an invoice date on the statement is after the supplier statement date, it will appear as Missing.
The correct supplier must be selected on the supplier statement. If the supplier is incorrect, matching invoices will not appear, even if they exist in accounts payable.
Dext can extract up to 2,000 lines per supplier statement. Any lines beyond this limit will not be extracted or included in reconciliation.
Standard users can only see their own supplier statements.
Manage supplier statement extraction for a supplier
By default, Dext extracts supplier statements automatically when a document is added to the Supplier statements workspace.
If you don’t want Dext to extract supplier statements for a specific supplier, you can turn this off at supplier level.
To turn off supplier statement extraction:
Go to Costs > Suppliers in the sidebar.
Select the supplier.
Turn Extract supplier statements off.
Upload a supplier statement
To upload a supplier statement:
Click the + Add documents button at the top left/right of the screen.
Select the Supplier statements tab.
Click Select files, or drag and drop your file into the upload area.
Supported file types: PDF, JPEG, JPG, PNG
Once uploaded, the statement appears in the Costs > Supplier statements inbox.
Supplier statement statuses
In the Supplier statements inbox, each item shows one of the following statuses:
Ready – Extraction is complete and the statement is ready for reconciliation.
To review - There’s an error in reconciliation or there are details missing from the statement.
Reconciled – The statement has been marked as reconciled.
Mistake reported – The statement was reported as an extraction mistake and excluded from paid items.
Move a Costs item to Supplier statements
You can move an existing Costs item into Supplier statements.
From the Costs inbox
Go to your Costs inbox.
Select the item you want to move.
Open the Move to menu and choose Supplier statements.
From the item details page
Open the item, click Move to at the top of the page, and choose Supplier statements.
Note: Supplier statement extraction charges apply to items moved from Costs to Supplier statements.
Reviewing supplier statements
Once a supplier statement is added to the inbox, you can review and edit it.
On the statement’s Details page, Dext automatically extracts:
Supplier
Date – The statement end date
Outstanding balance – The total balance shown on the statement
The History tab shows the statement’s activity history within Dext.
Review invoice reconciliation
To review a statement:
Open the statement from the inbox.
In the Reconciliation section, review the status of each invoice listed on the statement.
Invoices can have the following statuses:
In Payables only – Found only in Xero or QuickBooks.
Dext only – Found only in Dext.
In Payables & Dext – Found in both Dext and the connected accounting software.
Missing – Extracted from the statement but not found in Dext or the accounting software.
Not on statement – Found in the accounts payable report but not on the supplier statement.
If you hover over a status, you’ll see links to the related document in each source, where available.
Request paperwork or report a mistake
You can request missing documents or report an extraction mistake directly from a statement’s Details page.
Send a paperwork request
Open the supplier statement and click Request paperwork at the top.
Check the Sender name (this is pre-filled with your name but can be edited).
Add one or more recipients by entering their name and email address.
Use the + button on the right to include multiple contacts.
Review the missing invoices or credit notes.
You can edit the date, reference, type, or total amount.
Remove any items you don’t want to include using the X icon.
Click Add to include another item manually.
Click Send to request the paperwork by email.
The recipient receives an email listing the invoices or credit notes you’ve requested.
Note: Paperwork requests are sent from no-reply@notifications.app.dext.com. Replies to this email address are not monitored.
Export the request instead
If you don’t want to email the supplier, click Export to download the request.
Report an extraction mistake
If there’s an issue with the statement:
Try re-submitting the item.
If the issue persists, click Report mistake at the top of the page.
Important: Reporting a mistake excludes the item from your processed item count. However, it also prevents you from:
Viewing extracted line items
Marking the item as reconciled
Sending paperwork requests
Reconcile or archive supplier statements
When you’ve finished working with a statement, you can remove it from the Supplier statements inbox.
Archive a supplier statement
Select the statement.
Click Archive.
The statement moves to Archive with an Archived status.
Reconcile a supplier statement
Select the statement.
Click Mark as reconciled.
The statement moves to Archive with a Reconciled status.
FAQs
The supplier statement balance doesn’t update after publishing an item to Xero
The supplier statement balance doesn’t update after publishing an item to Xero
When Dext publishes an item to Xero, it is sent to Awaiting approval by default.
Items in this state don’t appear on Xero’s Aged Payables report, so the outstanding balance on the supplier statement isn’t updated.
To resolve this, you can:
Use the Publish as field on the item details page.
Update the item’s status in Xero after publishing.
Change the default publishing status in Integration settings (the “Publish cost items to purchase as” setting).
Invoices published via ApprovalMax show as “Dext only”
Invoices published via ApprovalMax show as “Dext only”
Dext matches invoices that are published directly to Xero and included in Xero’s accounts payable report.
If an invoice is published via ApprovalMax, it may not be matched and can appear as Dext only in the Supplier statements table.
Can I export supplier statements in bulk?
Can I export supplier statements in bulk?
No. Supplier statements can only be exported one at a time. To export a statement, open it and click Export on the statement’s details page.
How can I see which clients are using supplier statement extraction?
How can I see which clients are using supplier statement extraction?
You can track supplier statement extraction usage at practice level.
Go to Practice settings at the bottom of the sidebar.
Select Subscription.
Click View client usage.
Choose the relevant period in the top right.
Check the Supplier Statement Extraction column.
You can also export this report to CSV using the button in the top left.
Do I have a limit on extracting supplier statements before Dext charges extra?
Do I have a limit on extracting supplier statements before Dext charges extra?
Yes. Each Dext plan includes a free allowance of supplier statements.
Once you exceed your allowance, you’ll be charged for each additional supplier statement processed. You can also purchase Supplier Statement Extraction bundles as an add-on to your plan.
To view your allowance, overage pricing, or add-on costs, go to Business settings or Practice settings > Subscription.
Why is Dext showing an entry as being in Xero or QuickBooks but not on the statement?
Why is Dext showing an entry as being in Xero or QuickBooks but not on the statement?
If an item shows as Not on statement, it means Dext has found it in Xero or QuickBooks’ Accounts Payable report, but it does not appear on the supplier statement itself.
Dext includes these items to show you other unpaid bills for the same supplier. If all other items match correctly, you can still reconcile the supplier statement even when lines appear as Not on statement.
How can I move an invoice from supplier statements to the Costs inbox?
How can I move an invoice from supplier statements to the Costs inbox?
At the moment, you can only move items from Costs to Supplier statements, not the other way around.
If this is something you’d like to see added, you can submit a feature request via Resources (?) in the top right of your Dext account > Suggest a feature.
Workaround:
You can export the supplier statement file using the download icon, upload it to Costs, and then delete it from the Supplier statements workspace.
Can I upload supplier statements via email?
Can I upload supplier statements via email?
No. Supplier statements cannot be uploaded via email.
You can only upload supplier statements using the + Add documents button inside your Dext account.