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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.

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When to use it and what to produce

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

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

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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.

See a worked example

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

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

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

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

2. Classify differences

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

See a worked example

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.

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

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

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

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.

See a worked example

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.

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

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

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

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.

Take the next step together.

Use this document to start a discussion about scope, evaluation and project ownership.

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