Reconciling Flagged Invoices

Last updated: May 10, 2026

Overview

When PartBay can't fully reconcile an invoice against Nexsyis, it holds the invoice for review and tags it with one or more reason badges. This article covers what each badge means and how to work through them so the invoice can be submitted.

For background on the full upload-to-submit lifecycle, see Parts Invoicing: How It Works.

Reason Badges

The invoice list shows a Reason column with badges that summarize what's blocking submission. Hover any badge to see the full tooltip. Below is what each one means.

RO / PO

Repair order or purchase order is missing or not found in Nexsyis

Match

One or more lines still need a Nexsyis PO match

MATH

Line math or invoice totals don't reconcile (e.g., the line items add up to $40 from the image but the total is $50)

DUPE

Nexsyis rejected the submission as a duplicate or near-duplicate

VENDOR

The supplier on the invoice doesn't match the Nexsyis vendor. This happens because of legal entity differences and Nexsyis vendors being too far off from the vendor name read from the invoice

Special Vendor

The invoice matched a shop-defined keyword and auto-submit is paused for human review

PRICE

Unit or list price disagrees with Nexsyis

QTY

Quantity disagrees with Nexsyis

AMOUNT

Line or extended amount rules disagree with Nexsyis

NEX Error

Nexsyis rejected a submit attempt with an error. The gray badge summarizes the error type on the list; open the invoice for full detail.

Some issues (e.g., no extracted lines, restocking on returns, page total vs. lines) can flag an invoice without adding a dedicated badge. Use the invoice detail view to find and fix these.

NEX Error vs. Reconciliation Flags

These are not the same kind of problem. Reconciliation flags (Match, PRICE, QTY, AMOUNT, etc.) are issues you can resolve inside PartBay by comparing invoice data to Nexsyis and correcting the mismatch.

NEX Error and DUPE are different. They come from Nexsyis itself rejecting the submission, not from PartBay's match workflow. You can't clear them from inside the in-app reconciliation UI.

Instead:

  • Re-upload a corrected invoice

  • Fix the underlying problem in Nexsyis (for example, removing a duplicate)

  • Contact Nexsyis support if the cause isn't clear

How to Reconcile an Invoice

Open any flagged invoice from the invoice list to begin reconciliation.

1. Use the Reconciliation Issues Panel

On invoice detail, look for the orange Reconciliation Issues Detected box. When it shows Click to go there, click the box and PartBay will scroll the right-side panel to the next priority step — Key Identifiers, Line Items, totals, or the Key Reconciliations tab. Fix the issue, and the message will update with the next step. Keep clicking through until the "Submit" button becomes available in the top right.

The panel isn't shown on submitted or read-only invoices.

2. Confirm Header Fields and RO / PO

Verify the RO / PO and other key identifiers at the top of the invoice. If the RO / PO is correct but Nexsyis lines or quantities have changed since PartBay first fetched them, use the "Refresh Nexsyis Data" button to pull a fresh snapshot.

3. Resolve Vendor Mismatches

If the VENDOR badge is set, the supplier text on the invoice doesn't match a Nexsyis vendor name. You can resolve this two ways:

  • Configure a vendor alias under Invoicing Settings so future invoices map automatically

  • Use the match tools in the invoice detail UI to map this specific invoice

4. Work Through Line Items

For each flagged line, compare invoice values against Nexsyis. From the line item view you can:

  • Match the invoice line to the correct Nexsyis line

  • Adjust values when the invoice is the authoritative source (for example, the vendor sent a corrected price)

  • Unmatch lines that shouldn't post

5. Handle Special Vendor Flags

If the only flag is Special Vendor, this means your organization has chosen to require a human review for invoices matching certain keywords. Follow your shop's policy for who reviews and submits these. Special vendor phrases are configured under Invoicing Settings.

6. Save and Refresh as Needed

Save your changes as you go. Use the "Refresh Nexsyis Data" button any time you need a fresh snapshot after Nexsyis-side updates — for example, if someone in the DMS adjusted the PO while you were reviewing.

FAQs

An invoice has multiple badges. Which do I fix first?

Use the Reconciliation Issues Detected panel as it walks you through the issues in priority order. RO / PO and vendor matches typically come first because line-level checks depend on them.

The RO / PO on the invoice is correct, but it still shows the RO / PO badge. What's wrong?

The RO / PO may not exist in Nexsyis, or it may have been entered with a typo. Confirm the RO / PO matches what's in Nexsyis exactly, then use the "Refresh Nexsyis Data" button to re-pull.

A price flag is showing, but the invoice price is correct and Nexsyis is wrong. What do I do?

Adjust the Nexsyis line value from inside the invoice line view, or correct the PO in Nexsyis directly and refresh. Which path is right depends on your shop's workflow.

What if I can't figure out why a line is flagged?

Hover the badge for the full tooltip, then open the line item to see the side-by-side comparison of invoice vs. Nexsyis values.

Can I submit an invoice with flags?

In most cases you'll need to clear or override flags before the "Submit" button becomes available. Special Vendor is the main case where a flag exists but the data itself is fine — follow your shop's review policy and submit when authorized.

What happens if Nexsyis rejects the submission?

You'll see a NEX Error badge with a summary on the list and full detail inside the invoice. These aren't reconciliation issues, rather try re-uploading a corrected invoice, fix the underlying problem in Nexsyis, or contact PartBay support.