Xelix Glossary
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A
Accounts: Financial records of a vendor, detailing credits, debits, and balance.
Account Manager: The employee responsible for the vendor account - this field is used for auto-assigning users to vendors. Auto-assign is where a team member will be assigned to review.
Actions: Steps needed to complete a reconciliation line.
Add Duplicate Reason: The rationale for identifying an entry as a duplicate.
Add Recovery Status: The state or condition of recovery processes added to a duplicate pair or invoice error.
Added on: The date when an invoice was received by Xelix.
Address: Email addresses.
Age (Days): The number of days since a particular event or record was created in Xelix.
All invoices: A complete list or collection of all invoices received by Xelix.
Amount Check: A reconciliation status where the recognized invoice amount on a statement is compared to the corresponding amount recorded in an ERP system in Xelix.
Approved By: The user who has authorised a reconciliation line in Xelix.
Assign Actions: Xelix actions assigned to the reconciliation line in order to resolve the invoice.
Assigned User: Allows you to filter based on users assigned to duplicate invoices and invoice errors
C
Clean Match: Identifies invoices that have no mismatches or differences in terms of amount, date, vendor, division, currency or status (obsolete/deleted).
Closed Date: The date when a transaction is fully paid.
Company/ division code: A unique identifier for the company or a division of the company to which the invoice is allocated.
Credit: Invoices with negative amounts/ reversals.
Currency Code: The 3-digit ISO code (as per ISO 4217) for the currency the invoice was loaded in e.g., GBP, EUR, USD.
D
Date Check: A reconciliation status where the recognized invoice date on a statement is compared to the corresponding date recorded in an ERP system in Xelix.
Debit/Credit: If the total Amount field has the same sign for debits and credits (i.e., if all items are exported as positives or negatives), then a Credit/Debit indicator must be included. This field is optional otherwise.
Difference in Amount: The monetary difference between an invoice listed in a statement and its corresponding entry in the ERP system.
Differences: The discrepancy between an invoice in a statement and its corresponding entry in the ERP system.
Document Image: A visual representation of the document associated with the invoice.
Document Type: The category or classification of a document.
Due Date: The due date assigned to the invoice by your system.
Duplicate Pair Classification: This categorisation allows for the confirmation of duplicates.
Duplicate Pair ID: A unique ID for a set of duplicate invoices in Xelix.
Duplicate Reason: The explanation for why entries are considered duplicates in Xelix.
E
Emailed Vendor: Status on the vendors who have been contacted via email.
Entered by: The user who entered the reconciliation line.
Exact Match: Identifies invoices where the invoice number matches exactly.
G
Gross Amount: The total gross amount of the invoice.
I
Invoice Amount (ledger prioritised): A Combined amount field, where the ledger/unposted amounts are prioritised over the statement.
Invoice Amount (Statement prioritised): A field that prioritises statement amount over ledger amount.
Identified Date: The date when an invoice error and or invoice duplicate issue was recognised.
Invoice Description: A detailed account or explanation the invoice item.
Internal Ref.: An internally generated number assigned to the invoice by your ERP system e.g., Accounting Document Number
Invoice Amount: The total sum charged for each line item.
Invoice Amount Base Currency: Invoice amount translated to the reporting currency of the customer
Invoice Date: The date assigned by the vendor as per the invoice.
Invoice Found: Xelix identified the invoice in the All Invoices table, but discrepancies unrelated to timing, such as differences in vendor, division, or currency, are recognized.
Invoice No.: The Invoice Number assigned to the invoice by the vendor.
L
Last Actioned By: The user who last took action on an item in Xelix.
Last Actioned Date: The date when the last action was made to an invoice in Xelix.
Latest Comment: The most recent comment made on a reconciliation line or statement rec in Xelix.
Ledger Balance at Ledger Date: This is a field based on open invoices/ payment processed date/closed date which identifies which invoices are included within the ledger balance.
Ledger Date: A selected ledger date indicates the invoices, credits and ledger balance for that specific date, which are used when reconciling a statement.
M
Missing: Invoices/credit notes not on the ledger.
Mismatches: Discrepancies or inconsistencies between statements of a reconciliation line against a vendor in Xelix.
N
Negative: The discrepancy between the invoice amount in a statement and its matched pair in an ERP is less than zero.
Net Amount: The difference between a company's total revenues and total expenses.
Not on Ledger: Xelix has identified invoice(s) entries that have not been officially recorded or documented on your ERP system.
Not on Statement: The line item on your invoice is not listed on the statement.
O
Obsolete/deleted: An invoice has been deleted or removed from the ERP system and is now reflecting showing as deleted on Xelix.
Open: An invoice is unpaid.
Open Amount: The outstanding balance yet to be paid.
Open Amount Base Currency: An outstanding balance in the default currency.
Open At Ledger Date: The invoice remains open/unpaid as of the selected ledger date.
P
Paid before: An invoice has been paid before the selected ledger date in Xelix.
Payment date: The date the invoice was paid
Payment Scheduled/ Processed: Xelix has marked the invoice(s) as closed if the daily file had closed these invoices.
Payment Terms: The terms when a sale completes in a specific payment period.
Pending actions difference: The difference between an invoice in a statement and its entry in an ERP waiting to be actioned.
PO Number: The purchase order number related to the invoice if the invoice has a purchase order allocated.
Positive: The discrepancy between the invoice in a statement and its matched pair in an ERP is greater than zero.
Posted Date: The date the invoice was posted to the ERP.
Purchase order flag: The general ledger code that the invoice has been allocated to.
Primary Contact Name: The main person of contact.
R
Receipt Date: The date that the invoice was receipted by your company.
Reconcile: Ensures that financial accounts are consistent and any differences are resolved.
Recovery Status: The progress state to retrieve funds and rectify.
Region: A specific geographical area.
Reversed before: When an invoice has been reversed as a credit in Xelix before the selected ledger date.
Risk: Classification system that considers the likelihood of the line item containing an error.
S
Statement: A summary of financial transactions over a given period.
Status: The current condition or situation of a reconciliation line in Xelix.
Subsequently posted: Invoice(s) was posted after a subsequent period.
System: The financial system an organisation uses to keep track of their finances.
Unreconcile: A statement that has not been reconciled in Xelix.
U
Unposted: Xelix has identified that the invoice has not been posted.
Unposted at ledger date: Identifies any invoices that remain unposted as of the selected ledger date.
Unposted Now: Identifies any invoices still unposted.
Unposted only: A status field: the invoice is unposted and not on the statement.
V
VAT Amount: The total amount of tax charged on the invoice.
Vendor: A supplier with whom you conduct transactions with.
Vendor Address: The address of the vendor: this can be sent in multiple fields (Address 1, Address 2 etc., Post/Zip Code, Country).
Vendor Bank: The vendor’s banking details that are used when paying invoices. These can be provided in separate fields, E.g. Account Number; Sort Code; IBAN.
Vendor Email: The main contact e-mail address for the vendor to which statement request will be sent to.
Vendor Group: A collection of vendors categorised together in Xelix.
Vendor Name: The name of the Vendor as used in your ERP system - we should have a value for every record in the file.
Vendor No.: The unique identifier assigned to a vendor
Vendor Reference: Your internal Reference for the Vendor - we should have a value for every record in the file.
Vendor Tax Number: The vendors Tax or VAT number .