# ERP integration reconciliation

Check that each intended operation has the correct result in the ERP. A success message is insufficient when duplicates, partial writes or changed states are possible.

Revision: 2026-09-24

## When to use it

When an integration creates or updates orders, master data or other ERP records, particularly after failures and recovery.

## Expected output

A repeatable source-to-destination check with classified differences, owners and evidence that cases have been resolved.

## 1. Define the comparison

Choose a time window and a consistent set of operations. Align time zones, states and extraction time before interpreting a difference.

### Period, systems and operations

Specify interval, environment and record types; separate drafts, confirmed, cancelled and processing cases.

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### Matching keys

Record source identifier, ERP external reference and how updates are distinguished from new creations.

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### Compared fields and tolerances

List quantities, amounts, currency, state and explicit rules for rounding or expected delays.

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> Illustrative example, replace with your own: Illustrative example: compare approved requests with ERP drafts using the external reference. Exclude cases still in the agreed processing queue from the completed count.

## 2. Classify differences

Keep categories separate: an amount mismatch and an absent record require different actions. Preserve the comparison snapshot before changing anything.

### Checks and results

Check one-to-one matches, missing records, duplicates, conflicting values and states inconsistent with the process.

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### Uncertain outcomes and fresh data

Record cases requiring another read and how normal delay is distinguished from a final failure.

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### Impact, owner and due date

Assign operational priority and ownership to each difference, linking its exception record.

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> Illustrative example, replace with your own: Illustrative example: the same external reference appears in two drafts. Classify it as a duplicate and pause further actions on that reference until its state is verified.

## 3. Recover and verify

Correcting ERP data can produce additional effects. Follow the authorised path rather than deleting records to make the counts appear to match.

### Authorised recovery action

Describe the lookup, completion, correction or cancellation needed and who may approve it in the system.

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### Repeated comparison and evidence

Recheck the case and related records; record the outcome and absence of new duplicates.

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### Cause and workflow improvement

Connect the issue to repeated events, mappings, access or data; assign a corrective change and prevention test.

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> Illustrative example, replace with your own: Illustrative example: after owner review, resolve the duplicate draft using the ERP’s agreed procedure. Repeat the comparison and add a repeated-event test to the workflow.

## Pitfalls to avoid

- Comparing counts captured at different times without accounting for work in progress.

- Checking only financial totals: opposite errors can cancel each other out.

- Deleting or recreating records without inspecting their connected operational effects.

Stolen Orbit — https://stolenorbit.com/en/templates/erp-reconciliation/