Radix-Skills/skills/data-science/erp-data-reconciliation/references/coop-payment-advice.md

Coop betalingsadviseringer / payment advice as reconciliation bridge

Use this when Coop provides per-payment settlement/advice documents (PDF/XLSX) for bank deposits. These documents can turn previously unexplained bank deposits into explainable groups of invoice, credit, bonus, and modregning lines.

Durable workflow

1. Inventory files by extension and classify each file:
   • payment_advice — Coop betalingsadvisering/payment advice with invoice lines.
   • bank_statement — bank print/screenshot containing a Coop deposit message.
   • unknown — manual calculation, unsupported layout, or needs OCR/manual review.
2. Extract payment advice rows:
   • invoice/fakturanummer
   • invoice date/fakturadato
   • company code/firmakode
   • amount/beløb
   • currency/valuta
   • raw row/text and parse confidence
3. Compute advice totals from parsed rows; do not rely solely on a trailing total because some PDFs have manually added middle calculations or split sign columns.
4. Match advice total to bank transaction with ±5 DKK tolerance.
5. Match advice lines to Coop ledger by reference/doc number and to Uniconta by invoice number. Fall back to amount/date only for remaining lines.
6. Produce a bank-deposit-level report for accounting review.

PDF/XLSX parser patterns

XLSX pattern:

• Supplier metadata may be rows 1-2.
• Header row often contains: Fakturanummer, Fakturadato, Firmakode, Beløb, Valuta.
• Dates can already be Excel datetimes.

Text PDF pattern A:

Payment Advice
Fakturanummer
Fakturadato
Firmakode Beløb
Valuta
5119751312
17.11.2023 2245
-1556,98 DKK
...

Text PDF pattern B with split sign:

5126294822
24.10.2024 1000
2.119,86
-
DKK

Treat the amount as negative when a standalone - follows the amount.

Bank-statement PDFs:

• May include Kontobevægelser, Coop Danmark A/S -SE MEDD., and a bank amount.
• Do not parse these as settlement invoice lines; classify separately and optionally link to the bank transaction/message.

Reporting shape

Per bank deposit show:

• bank date
• bank amount
• matched payment advice file(s)
• total according to advice
• difference
• number of advice lines
• number of lines found in Coop ledger
• number of invoice numbers found in Uniconta
• credit/negative line total
• status: OK, partial, needs_review, out_of_period

Interpretation pitfalls

• Advice files may include invoice dates from prior years but payment dates in the current year. Derive both invoice year and payment/bank year.
• A low overlap with existing “likely Coop owes” flags does not mean the advice files are useless; it means the analysis must model settlement files as their own source rather than using them as loose attachments.
• 2026 advice files should be imported but labelled out-of-period when bank or Uniconta data for 2026 is incomplete.
• Keep original PDFs/XLSX confidential and out of git; only commit parser code, schemas, docs, and non-sensitive aggregate findings.

Coop-Uniconta session observations

A mixed folder of 125 files contained 116 PDFs and 9 XLSX files. A first pass found 122 payment advice files, 2 bank-statement PDFs, and 1 unknown/special PDF. Parsed advice lines were strong as a bridge: most lines matched Coop references/doc numbers, many matched Uniconta invoice numbers, and many previously unexplained bank deposits could be explained by matching advice totals to bank amounts within ±5 DKK.

Later production import of the same class of files used PyMuPDF (fitz) for PDFs and pandas/openpyxl-style Excel parsing, creating one source-file record per Payment_advice file and line-level records with raw JSON/text. A folder with 125 files (116 PDF, 9 Excel) produced 2,727 Payment_advice lines without mutating original files. For a 2025 auditor pack, 1,253 lines were relevant and 78 of 296 open invoice/credit-note residuals had a Payment_advice trail.

Important interpretation: a Payment_advice line must not automatically close or "pay" an invoice in the ledger analysis. Treat it as an evidence/explanation layer for open items: the invoice can remain open in Uniconta while the advice proves Coop included it in a settlement, modregning, credit, bonus, or manual middle calculation. Reports should therefore add fields such as advice line count, advice amount, document list, voucher/bilag list, classifications, and a human-readable explanation rather than changing ledger status silently.

Implementation pattern that worked:

• Add PyMuPDF>=1.24 to backend dependencies before relying on PDF import in Docker.
• Extend the batch importer to include Entydigt*.pdf, Entydigt*.xlsx, *.xlsm, and *.xls from the payment-advice folder.
• Parse file names like Entydigt id_4765_Bilag_7283.xlsx into unique/document id and voucher/bilag metadata when present.
• Classify lines as payment, credit, adjustment/manual total, or unknown, while preserving raw row/text for manual review.
• Add regression tests that cover the case "open invoice has Payment_advice trail but no Uniconta payment line"; expected output is explanatory evidence, not an auto-paid status.
• Regenerate Markdown + Excel auditor packs after import and include Payment_advice coverage counts in the summary.