AI and myDATA: inspect invoices and discrepancies against ERP

Use AI to organize the review

A useful myDATA question asks which documents appear in a period and which need investigation. AI can organize retrieved records into tables and compare them with a connected ERP. The aim is a concrete list your team can inspect.

The Advisable.AI myDATA connector only reads existing data. It cannot submit, cancel or classify documents. This workflow concerns data checks; an accountant must evaluate the tax implications of discrepancies and any required action.

Confirm environment and entity

The form asks for the REST API User ID and Subscription Key, production or test environment, and an entity VAT-number field. Make sure the credentials match the selected environment. Test access does not establish access to real company records.

Name the connection clearly and complete its connection test. The separate AADE VAT-registry connector has a different purpose and credentials; registry information is not a list of the entity's invoices.

Separate issued, received and aggregate data

Define the side of the transaction before asking for totals. Issued documents concern the entity's transmissions; received documents concern transmissions from others. Aggregate income and expense views serve a different review from individual invoice lists.

Request the document type, period and amount basis. MARK identifies a transmitted record, but ERP matching may need more information. Complete any continuation pages before describing the result as exhaustive.

Agree on comparison rules first

Two totals can cover different things. Use the same dates, entity and document categories. Specify issue-date treatment and how credits, cancellations and records appearing later are handled.

Keep identifiers, counterparties and source amounts for each candidate match. Equal amounts alone cannot establish that records correspond. If a dependable shared key is unavailable, label the match as uncertain and retain it for human review.

1. Select a closed period and the same entity in both connections.
2. Define document types, net amounts and VAT treatment.
3. Confirm that required records were fully retrieved.
4. Compare totals, then individual records using available keys.
5. Separate confirmed differences, uncertain matches and missing data.

Ask for evidence behind each difference

Use explicit dates. Start with a short interval or one counterparty and ask for the records explaining each difference. The output should let the team return to the source.

When retrieval is incomplete or a field is unavailable, request a scoped table with the limitation. A missing record in an incomplete result does not prove that it was never transmitted.

Investigate before taking action

A discrepancy may come from timing, document selection, amount definitions or a different entry. Separate the observation from its possible explanation. “Not found with these filters” is more precise than “not submitted” when the full scope has not been checked.

Record the review date, identifiers, source values and next step for each finding. The accountant or ERP owner can then investigate in the appropriate system. The AI report supplies an organized basis for that review.

Keep access boundaries clear

The myDATA connector's submission restriction does not determine another connection's permissions. If SoftOne is also selected, check its write setting. Reconciliation needs reading access to both sources.

Keep Subscription Keys out of report instructions. Give the team appropriate access and share findings according to company policy.