Supplier payment matching

It follows each supplier invoice back to the customer invoice it was billed against, checks whether that customer has paid, and tells you which supplier invoices are safe to pay now.

Open supplier-payment-matching.opsdci2004.workers.dev in any web browser. You need to sign in with the same email and password as Roster and DCI Ledger. Ask your administrator if you don’t have one yet. The Talent Acquisition Manager login does not have access to this app.

Yes. When the workspace is empty, choose Load sample data to look around with fictional invoices. Sample data is only shown on your screen and is never saved; choose Clear sample data to go back, or import a real file.

Either your usual tracking workbooks (PS invoices, licences), or the three exports separately: customer payments, invoice sequencing, and supplier tax invoices. Both Excel and CSV files work.

Import updated sequencing and supplier files whenever they change. For a matching customer invoice, customer payment receipt is read from the shared DCI Ledger result: Ledger marked Paid or a Ledger payment date recorded.

Keep Replace them, using the same sheet name. The old rows for that sheet are swapped for the new ones; other sheets are untouched.

Matching runs on its own as soon as the file is read — there is no separate “run” button. The import is saved to the shared workspace, and matching customer invoices use the shared DCI Ledger result as the authoritative source for whether customer payment has been received.

For a matching DCI Ledger invoice, the customer is treated as paid when Ledger is marked Paid or a Ledger payment date has been recorded. The related unpaid supplier invoice can then become Ready to pay. Approved by itself is not enough: Approved with no payment date remains Waiting on customer.

Ready to pay: the customer has paid and the supplier has not; this is your payment queue. Waiting on customer: the customer has not paid yet, so the supplier should not be paid yet. Needs attention: something does not add up, for example the supplier was paid before the customer. Settled: customer and supplier have both been paid.

What needs action first, newest invoice date, largest amount, or supplier — use whichever suits the task at hand.

Open it to see the reason in plain words, for example a supplier paid ahead of the customer, or an amount that does not match sequencing. Invoices here are held out of Due for payment until the file is corrected and imported again.

It is either still waiting on the customer, already paid, or on hold with an issue — open it in the invoice list to see which.

From the supplier’s file when it has one. For sheets paid on supplier terms (such as the licences sheet), it is the invoice date plus the days in the supplier’s Payment terms in the Supplier directory, shown as From supplier terms. Overdue invoices are marked Past due.

Tick the invoice off in Due for payment, then choose Record payment and enter the payment date and reference. You can tick several invoices at once and record them as one batch.

Yes. In the Payments recorded tab, choose Edit to change the date or reference, or Remove to undo it.

Yes. Recorded payments are saved in the shared workspace, not in your sheet. Export them from Payments recorded, fill in the Paid Date in your sheet, and import the sheet again.

It is a chat box (bottom right) that answers questions about what is on your screen: what is due for payment and to whom, supplier invoices and their status, anything paid ahead of the customer, payments recorded, and which suppliers still lack bank details. It only looks things up. It cannot record a payment, change or delete anything, import files or edit the supplier directory; use the normal buttons for those. To answer, the invoice details it needs (supplier, invoice numbers, customers, dates, amounts, status) are sent to Claude, an AI service. Bank, account, PayNow, e-mail and phone details are never sent, and chats are not saved. Do not type bank account numbers into the chat. It reads the data loaded on your screen, so if a figure looks wrong, check it in the table. If it says it is not set up, ask an administrator.

Phase 5 watches for an invoice changing from another state to Ready to pay while the app refreshes. The browser securely calls the Cloudflare Worker, which sends the management email through Resend. The Worker must have the Phase 5 alert endpoint and server-side duplicate protection deployed; opening the app does not send alerts for invoices that were already Ready to pay.

Choose Print or save as PDF, tick the parts you want, then pick Save as PDF as the destination instead of a physical printer.

Some browsers block printing when the app is shown inside another page. Choose Save report file in the print dialog instead, then open that file and print from there.

In the Supplier directory tab: registered name, UEN, contacts, payment terms, bank and account details, and anything else you add. It is shared by everyone signed in.

Open the Supplier directory tab, select the supplier and change any field, then choose Save changes. Write terms with a number of days, such as 60 days from the date of invoice, so due dates can be worked out.

Yes. Under Other details, choose Add a field and give it a name and value, for example a vendor code. Columns in an imported supplier list that the app does not know are kept the same way.

Choose Add details next to it. If it is a different spelling of a supplier already listed (for example Ingram-AWS for Ingram Micro), add that spelling under Other names on invoices instead.

Open the supplier invoice in the Supplier invoices tab and choose Link to a customer invoice under Sequencing. Search the DCI Ledger invoices by number or customer and choose Link. The supplier invoice then follows that invoice’s payment status in DCI Ledger: it becomes Ready to pay once Ledger shows it paid. One supplier invoice can be linked to several customer invoices. Use Remove this link to undo a link. Links are saved for everyone and are kept when you re-import files.

Yes. In Supplier tax invoices, choose Import and pick one or more PDFs (one PDF per invoice). The app reads the supplier, tax invoice number, invoice and due dates and the total, then shows them for you to check against the PDF and correct. PDFs must contain real text; a scan or a photo cannot be read. An invoice already on file with the same supplier and number is updated, and a payment you already recorded for it is kept.

Yes. In the Supplier directory, choose Import supplier list, then pick one or more PDF letters, or paste the text of an e-mail into the box. The app reads the beneficiary, bank, account numbers (SGD and USD), SWIFT and PayNow, and matches the supplier. You see what is on file next to what the document says, and anything that is changing is flagged, before you save. Photos and screenshots cannot be read; type those details in. Always confirm changed bank details with the supplier by phone first.

Open the Supplier directory tab, tap the supplier (or tap Details next to “Pay to…” in Due for payment), change the fields under Payment, then tap Save changes. Use Account number (SGD, or main account) and Account number (USD) when a supplier has one account for each currency. Before paying to changed details, confirm them with the supplier on a phone number you already hold.

Under each supplier in Due for payment: who to pay, the bank and the last four digits of the account, and the terms. Export due list includes the full account details. A supplier with separate SGD and USD accounts shows both, marked SGD and USD.

Choose Import supplier list in the Supplier directory tab. Filled-in cells replace what is on file; empty cells never erase anything.

Only administrators. Everyone else can add and change suppliers.

Yes. Everyone signed in shares one workspace. Imported sheets, matches, recorded payments and the supplier directory are the same for everyone, on any computer.

Sign in from any computer and you will see the same data your colleagues do — nothing to keep in step manually. Changes by others appear when you come back to the page.

Yes, and you will both see the same data. Payments recorded by two people at once are both kept. But importing a file, restoring or clearing data changes it for everyone — check with colleagues before doing either if you are not the only one using it that day.

The connection dropped for a moment. Keep the page open: it tries again every 20 seconds and the message disappears once saved.

See Backup and restore below — it saves everything, not just what a CSV export covers.

Open Settings and choose Download a backup. It saves one file with everything: imported sheets, recorded payments, settings and the supplier directory. Keep it somewhere safe, for example OneDrive.

Open Settings, choose Restore from a backup, and pick the file. Check the counts shown against what you expect, type RESTORE, and confirm. A backup of the current data is downloaded first, so a restore can itself be undone.

It replaces the imported data, payments and settings in the shared workspace for everyone, not just what you see. Suppliers in the backup are put back; suppliers added since are kept.

No. That saves a CSV of what is on screen, for reading in a spreadsheet. A backup file is the only one you can restore from.

It clears the imported sheets for everyone; recorded payments and the supplier directory are kept. A backup file is downloaded first.

Check the email and password; the password is case-sensitive. The same login works in Roster and DCI Ledger. If it says no access has been set up, ask your administrator to give your login a role.

The heading row must contain Customer, Inv No and Invoice No, spelled that way. Use Headings are on row if there are title rows above it.

Each supplier needs its own column with its name as the heading. Newtone, Lintrix Consultants, Redworkz and AvePoint are recognised in common misspellings. For any other spelling, add it under Other names on invoices in the Supplier directory.

Reading Excel needs an internet connection. Without one, save the sheet as CSV and import that instead.

This is shared, so a colleague may have imported or changed something. Check with them, or restore a backup if something was lost.

This has happened before and was a false alarm from antivirus software, not a real problem with the app. Add the exact web address as an exception, and pass it on so it can be reported and fixed properly.

Check the full user guide first. If that does not answer it, ask your administrator.