Invoice matching
Check what was ordered, received and billed before approving a payment.
OutcomeMismatchPartialMatch
| Bill | Matched At | POMatch | Receipt Match | Quantity Variance Percent | Dollar Variance Percent |
|---|---|---|---|---|---|
| BLL-69011 | 05 Sep | Match | Match | 11 | 26 |
| BLL-98692 | 19 Sep | NoPOFound | NoReceiptFound | 21 | 21 |
| BLL-58376 | 15 Sep | Mismatch | PartialReceipt | 27 | 14 |
| BLL-50964 | 12 Sep | Match | Mismatch | 26 | 12 |
| BLL-48990 | 22 Sep | NoPOFound | Match | 0 | 8 |
| BLL-20264 | 09 Sep | Mismatch | NoReceiptFound | 17 | 0 |
Connect order, receipt and invoice
PurchaseOrders and POLineItems hold the ordered quantities, prices and references. GoodsReceipts and ReceiptLineItems describe the received quantities. Where procurement is connected, these are reference mirrors of the upstream records. In a standalone setup, their permitted entry and ownership are agreed during implementation. Do not let two systems independently overwrite the same receipt or purchase-order identity.
The bill links to its purchase order and its lines link to the relevant order lines. Compare the actual line quantities and unit prices, including partial deliveries. An order total that happens to equal the invoice total is insufficient when individual lines or receipt quantities disagree. Keep the supporting receipt reference available to the reviewer alongside the supplier document.
PendingMatch
| Bill Number | Vendor | Vendor Invoice Number | Bill Date | Purchase Order |
|---|---|---|---|---|
| BLL-40371 | VND-236 | BLL-45346 | 28 Sep | PO-39833 |
| BLL-18239 | VND-228 | BLL-74233 | 27 Sep | PO-70313 |
| BLL-10632 | VND-059 | BLL-63144 | 10 Sep | PO-44591 |
| BLL-55587 | VND-236 | BLL-71941 | 13 Sep | PO-58895 |
| BLL-32719 | VND-159 | BLL-22978 | 16 Sep | PO-65012 |
| BLL-22526 | VND-092 | BLL-66322 | 20 Sep | PO-98371 |
Apply the relevant tolerance
MatchTolerances carries the applicable quantity, percentage and absolute-value limits, with scope and effective dates. The matching workflow evaluates the correct rule for the bill’s department or project and records the outcome in ThreeWayMatchResults. Reviewers can inspect the PO result, receipt result, variance percentages and discrepancy notes instead of relying on a single unexplained colored status.
A full match moves the bill into the approval path. A mismatch opens a dispute and preserves the reason. Partial receipt, missing receipt and price disagreement need different follow-up even when all prevent immediate approval. Do not repeatedly recompute a result against changing source data without keeping the evidence that supported the previous decision.
StatusApprovedPartiallyPaid
Resolve the underlying difference
The AP Manager coordinates a supplier correction, vendor credit or confirmation from the receiving team. Correcting the bill is different from changing the purchase order, and neither action should be used to manufacture evidence of goods that were never received. A corrected invoice enters the appropriate review path with its relation to the original retained.
Non-PO bills are identified explicitly and rely on their permitted approval route. They are not described as fully three-way matched. When a discrepancy is resolved, the bill returns to the documented decision stage; closing the dispute alone does not release money. That separation lets the team explain both the operational resolution and the financial authorization.
StatusOpenInVendorReviewAwaitingCredit
Modules
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Supplier management
Keep supplier details and payment instructions ready for the next invoice.
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Invoice capture
Bring supplier invoices into a reviewable queue with their original documents.
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Invoice matching
Check what was ordered, received and billed before approving a payment.
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Approvals and disputes
Give each invoice a clear decision owner and each exception a visible resolution.
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Payment runs
Prepare a clear payment proposal, then release it with the right authority.
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Vendor reporting
See outstanding invoices, payment progress and year-end document readiness.
Reports
All reportsThree-Way Match Exception Rate
Per period: count and percent of Bills with Outcome: Mismatch or PartialMatch, broken down by Vendor and by discrepancy type (quantity vs. dollar variance). The control-effectiveness report — a rising mismatch rate from one Vendor flags either a process break or a vendor-side billing problem.
Roles and permissions
Final signoff on payment runs, top-tier bill approval, year-end 1099 release. Sees every Vendor, every Bill, every Payment in full detail.
Owns the AP function end-to-end. Runs the weekly payment cycle, manages Vendor relationships, tracks Disputes through to resolution, owns the year-end 1099 file readiness. The named approver in mid-tier bill bands.
Operational role — the day-to-day Bills processor. Captures / keys / OCRs vendor invoices, runs three-way match, prepares PaymentRunItems for AP Manager review.
Line-of-business approver — typically a Department head or Project lead. Approves Bills against own cost-center per the BillApprovalMatrix tier band that maps to the Approver role. Sees own department / project bills only.
External portal seat — implicit (typically delivered via a vendor-portal sub-app or a shared-link mechanism). Submits invoices via email or portal upload, sees own payment status, updates own remit-to address (subject to AP Manager verify).
Executive read-only — board members, outside auditors, FP&A analysts.
Related processes
Invoice to approval
Connect the invoice, receipt evidence and decision before the bill becomes eligible for payment.
5 stages · 1 approval
Prepare and release payments
Separate payment selection, release authority and confirmed settlement.
5 stages · 2 approvals