Event Settlement Reconciliation & Retrospective — Excel
Compare each original order, approved change, delivery and invoice. Resolve price differences before settlement, then name who will change what for the next event.
A record of agreed settlement amounts and changes to make in the next order.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Track checks on changed work, payment requests and future order revisions from the time the invoice arrives.
When to use it
Track checks on changed work, payment requests and future order revisions from the time the invoice arrives.
Example amounts are fictional pre-tax values. Verify tax documents, contractual payment terms and authority separately; this sheet does not approve payment automatically.
Start with the guide: Event Settlement and Operational DebriefFill in the template step by step
When to use it
Use after invoices arrive and before requesting payment, then again in the event debrief.
What to have ready
- Original order
- Approved changes and revised quotes
- Work and delivery acceptance records
- Original and corrected invoices
Group invoices and delivery evidence under each order-line ID.
For costs outside the original order, check both approval and whether the work was done.
Keep disputed or unconfirmed costs out of agreed amounts. Obtain corrected records to resolve differences.
Decide what to change in the next order or checking process and when to apply it.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Order and invoice item ID | Work and price originally ordered | Change approval ID and details | Work delivered and check records | Price difference, cause and open questions | Settlement check, person and deadline | Next improvement, person and deadline | Document changed and result checked |
|---|---|---|---|---|---|---|---|
| PO-A03 / INV-A12-01 | Audio package KRW 3,000,000 / PO-A03-v2 | No change | AC03; confirmed operation ended 2026-11-09 18:00 | Invoice KRW 3,000,000 matches work ordered and delivered | Settlement officer Jeong completed checks at 2026-11-12 12:00 | No further change needed; keep completion evidence | Confirmed KRW 3,000,000 entered in SET-v1 |
| PO-V04 / INV-V08-02 | Video package KRW 4,800,000 / PO-V04-v3 | Invoice adds KRW 300,000 overtime; no approval ID | Work log records finish at 18:00 / AC04 | Invoice KRW 5,100,000; work records do not support extra KRW 300,000 | Jeong requested overtime evidence at 2026-11-12 15:00 | Purchasing lead Han to add overtime approver and evidence fields to next order | Confirmation of the full KRW 5,100,000 held / ISSUE-S02 |
| PO-V04-R1 / INV-V08-03 | Base KRW 4,800,000; supplier confirmed billing error | Revised invoice reduces charge by KRW 300,000 at 2026-11-12 16:00 | Checked AC04 and correction email COR02 against the revised invoice | Revised KRW 4,800,000; held difference resolved | Jeong entered correction in SET-v2 at 2026-11-13 10:00 | Han applied overtime approval fields to order template v4 on 11-16 | Check next PO-N01 for approver, rate and hours on 2026-11-20 |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Order and invoice item ID | Work and price originally ordered | Change approval ID and details | Work delivered and check records | Price difference, cause and open questions | Settlement check, person and deadline | Next improvement, person and deadline | Document changed and result checked |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Microsoft Support · SUMIFS function
Adapted numeric data and conditional totals, keeping confirmed costs, held costs and superseded records separate.
- HSE · Managing an event
Adapted coordination, named monitoring responsibilities and communication of changes. UK legal duties and technical limits are not presented as Korean requirements.