Period-end accounts payable closing is often slowed by fragmented data, manual consolidation, and inconsistencies, leading to reporting delays and increased risk of errors. Finance teams frequently spend excessive time reconciling data from disparate systems, formats, and sources, which can compromise both efficiency and accuracy.The Period End Data Validation Agent addresses these challenges by automatically ingesting structured and unstructured AP data—including invoices, payments, bank statements, and supplier communications—from internal and external sources. It standardizes and validates all data for consistency, completeness, and accuracy, creating a reliable single source of truth for period-end reporting.By automating data consolidation and validation, this agent reduces manual effort, improves productivity, and ensures audit-ready, dependable records for period-end close. Finance teams gain faster, more accurate reporting and greater confidence in the completeness and integrity of AP data.
Accuracy
TBD
Speed
TBD
Sample of data set required for Period End Data Validation Agent:
FRAGMENT 1: Internal AP Ledger Export (ap_ledger_export_31OCT2023.csv)
INVOICE_ID,VENDOR_NAME,INVOICE_DATE,DUE_DATE,AMOUNT,CURRENCY,STATUS INV-2023-8841,Apex Solutions,2023-10-05,2023-11-04,12500.00,USD,PAID INV-2023-8842,Quantum Dynamics,2023-10-08,2023-11-07,7340.50,USD,PAID INV-2023-8859,Apex Solutions,2023-10-15,2023-11-14,8490.00,USD,PAID INV-2023-8860,Quantum Dynamics,2023-10-18,2023-11-17,15000.00,USD,OPEN
FRAGMENT 2: Payment Gateway Transaction Log (pay_gateway_log_OCT2023.json)
{ "transactions": [ { "transaction_id": "PAY-TRN-77A0F1", "timestamp": "2023-10-25T14:30:11Z", "vendor": "Apex Solutions", "amount_paid": 12500.00, "currency": "USD", "linked_invoice": "INV-2023-8841" }, { "transaction_id": "PAY-TRN-77B3C4", "timestamp": "2023-10-28T10:15:45Z", "vendor": "Quantum Dynamics", "amount_paid": 7304.50, "currency": "USD", "linked_invoice": "INV-2023-8842" }, { "transaction_id": "PAY-TRN-77D8E9", "timestamp": "2023-10-30T11:05:00Z", "vendor": "Apex Solutions Inc.", "amount_paid": 8490.00, "currency": "USD", "linked_invoice": "INV-2023-8859" } ] }
FRAGMENT 3: External Bank Statement Text (acct_98765_stmt_OCT2023.txt)
Date: 2023-10-25 | Description: ACH Debit - APEX SOLUTIONS | Amount: -12500.00 USD Date: 2023-10-28 | Description: Wire Transfer - QUANTUM DYNAMICS PAYMENT | Amount: -7304.50 USD Date: 2023-10-30 | Description: ACH Debit - APEX SOL. | Amount: -8490.00 USD
FRAGMENT 4: Vendor Communication (email_thread_QD_28OCT2023.txt)
From: accounts@quantumdynamics.com To: ap@innovatecorp.com Subject: RE: Outstanding Invoices
Hi AP Team,
Can you confirm the payment status for our recent invoice INV-2023-8860 for $15,000.00? We see it's approaching the due date.
Thanks, John @ Quantum Dynamics
Sample output delivered by the Period End Data Validation Agent:
AP Period-End Data Integrity Report
Date Generated: 2023-11-01 Period Analyzed: October 2023 Data Sources Processed: 4 (AP Ledger, Payment Gateway, Bank Statement, Vendor Communication)
1. Executive Summary
The agent has successfully ingested, normalized, and validated accounts payable data for the October 2023 period-end close. A total of 4 invoices were reconciled across 3 payment transactions. One payment discrepancy and one open invoice require immediate attention. Vendor names have been normalized for consistency (e.g., "Apex Solutions Inc." and "APEX SOL." mapped to "Apex Solutions").
2. Unified Reconciliation Ledger
The following table presents a unified view of all processed transactions, cross-referenced across all data sources.
Invoice ID | Vendor Name | Invoice Amount | Payment Status | Payment Txn ID | Amount Paid | Bank Debit Match | Validation Result |
---|---|---|---|---|---|---|---|
INV-2023-8841 | Apex Solutions | $12,500.00 | PAID | PAY-TRN-77A0F1 | $12,500.00 | Yes | ✅ Verified |
INV-2023-8842 | Quantum Dynamics | $7,340.50 | PAID | PAY-TRN-77B3C4 | $7,304.50 | Yes | ⚠️ Discrepancy |
INV-2023-8859 | Apex Solutions | $8,490.00 | PAID | PAY-TRN-77D8E9 | $8,490.00 | Yes | ✅ Verified |
INV-2023-8860 | Quantum Dynamics | $15,000.00 | OPEN | - | - | No | 🟡 Open Item |
The following issues were identified during the automated validation process and require manual review:
Payment Amount Mismatch:
INV-2023-8842
Open Invoice Confirmation:
INV-2023-8860
OPEN
. A vendor communication was ingested confirming this invoice is outstanding. No payment records were found.INV-2023-8842
. Check for any approved credit memos or adjustments.INV-2023-8860
is approved for payment and schedule it for the next payment run to ensure timely settlement.Automatically records, secures, and validates all accounts payable inquiries to maintain continuous audit compliance and traceability.
Streamlines triage, compliance validation, and routing for AP exceptions to accelerate accurate and consistent resolution.
Generates compliant regulatory filings and vendor notifications for 1099 and escheatment, reducing manual effort and ensuring accuracy.
Validates AP and P-Card transactions against policies, thresholds, and documentation rules, surfacing noncompliance and accelerating period-end close.
Validates, normalizes, and consolidates AP data to ensure accurate and reliable period-end close reporting.
Continuously monitors AP transactions to detect anomalies, duplicates, and high-risk patterns, enabling faster intervention and a smoother financial close.