Source: [Original HTML page](https://stolenorbit.com/en/templates/erp-reconciliation/)

Language: English

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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.

[By Stolen Orbit](https://stolenorbit.com/en/about/) Revision 2026-09-24

## When to use it and what to produce

[Source for this section](https://stolenorbit.com/en/templates/erp-reconciliation/#template-purpose)

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

[Source for this section](https://stolenorbit.com/en/templates/erp-reconciliation/#scope)

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.

**Period, systems and operations**

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

**Matching keys**

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

**Compared fields and tolerances**

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

## 2\. Classify differences

[Source for this section](https://stolenorbit.com/en/templates/erp-reconciliation/#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.

**Checks and results**

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

**Uncertain outcomes and fresh data**

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

**Impact, owner and due date**

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

## 3\. Recover and verify

[Source for this section](https://stolenorbit.com/en/templates/erp-reconciliation/#closure)

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.

**Authorised recovery action**

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

**Repeated comparison and evidence**

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

**Cause and workflow improvement**

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

## Pitfalls to avoid

[Source for this section](https://stolenorbit.com/en/templates/erp-reconciliation/#template-pitfalls)

-   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.

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## Turn the question into a next step.

-   [Use what you have, connect it, or build the missing part?](https://stolenorbit.com/en/resources/native-automation-connectors-custom-integrations/)
-   [Automation failures and duplicates](https://stolenorbit.com/en/resources/automation-failures-and-duplicates/)
-   [System integration map](https://stolenorbit.com/en/templates/integration-map/)