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Agents Period End Data Validation Agent
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Period End Data Validation Agent

Validates, normalizes, and consolidates AP data to ensure accurate and reliable period-end close reporting.

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

Input Data Set

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

Deliverable Example

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








3. Data Integrity Validation Flags


The following issues were identified during the automated validation process and require manual review:


    

  • 

    Payment Amount Mismatch:
    

      

    • Invoice ID: INV-2023-8842
      • 

    • Vendor: Quantum Dynamics
      • 

    • Details: The invoice amount is $7,340.50, but the payment transaction log and bank debit show a payment of $7,304.50. This is a discrepancy of $36.00.
      • 

    

    • 

  • 

    Open Invoice Confirmation:
    

      

    • Invoice ID: INV-2023-8860
      • 

    • Vendor: Quantum Dynamics
      • 

    • Details: The AP ledger lists this invoice as OPEN. A vendor communication was ingested confirming this invoice is outstanding. No payment records were found.
      • 

    

    • 



4. Recommended Actions


    

  1. Investigate Discrepancy: Contact Quantum Dynamics to clarify the short payment of $36.00 for invoice INV-2023-8842. Check for any approved credit memos or adjustments.
    2. 

  2. Process Open Invoice: Confirm invoice INV-2023-8860 is approved for payment and schedule it for the next payment run to ensure timely settlement.
    3.

Maximize Impact Across Core Functional KPIs

Process Cycle Time
Data Accuracy
Risk Reduction

Drastically reduces the time required for period-end AP closing by automating data ingestion, consolidation, and validation from multiple sources.

Accelerate Financial Close
  • Automates the ingestion of structured and unstructured AP data.
  • Consolidates information from invoices, payments, and bank statements instantly.
  • Eliminates manual data entry and cross-system reconciliation delays.
  • Provides finance teams with clean, close-ready data on demand.
Free Up Finance Teams
  • Removes the need to manually chase down fragmented data.
  • Reduces time spent on repetitive data validation and cleansing tasks.
  • Allows AP staff to focus on strategic analysis and exception handling.
  • Minimizes overtime and resource strain during closing periods.

Establishes a single source of truth by systematically standardizing AP data, ensuring consistent, complete, and trustworthy records for financial reporting.

Create a Single Source of Truth
  • Normalizes all incoming data into a consistent, standardized format.
  • Validates the completeness and accuracy of all records in real-time.
  • Maintains a unified, reliable dataset for all period-end reporting.
  • Reconciles supplier communications with transactional data.
Proactively Identify Discrepancies
  • Flags missing or incomplete information before the closing period begins.
  • Identifies inconsistencies between invoices, purchase orders, and payment records.
  • Highlights duplicate entries or potential errors for immediate review.
  • Verifies data against predefined business and validation rules.

Mitigates financial and compliance risks by creating a fully auditable data trail and preventing the errors that lead to inaccurate reporting and misstatements.

Ensure Audit Readiness
  • Generates a complete, verifiable audit trail for all data transformations.
  • Links source documents directly to consolidated ledger entries.
  • Produces reliable, defensible records for internal and external auditors.
  • Maintains historical data integrity for compliance look-backs.
Minimize Financial Misstatements
  • Prevents errors from manual data consolidation from impacting reports.
  • Ensures all liabilities are accurately captured and reported.
  • Reduces the likelihood of restatements due to data quality issues.
  • Provides leadership with higher confidence in financial figures.

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