Purchase to invoice match

Step by step

1. Prepare the request Buyer

   Buyer checks the request's product, quantity, estimated value and need date with requester attribution. An Approved requisition can enter the conversion route only when its supplier and warehouse prerequisites are satisfied. Once purchase order is populated, a repeated conversion must not create another order.

   • Approved request converted once
   • Updates Requisitions, Suppliers, Purchase orders

2. Approve the commitment Approver

   Approver reviews the Submitted purchase through the configured decision route and records the approvals evidence. Buyer cannot approve their own commitment. Agree the purchasing decision route and verify the named Approver account before go-live.

   • Independent spend decision
   • Updates Purchase orders, Approvals
   ApprovalA person approves before the work moves on.

3. Record incoming material Operator

   Operator records goods receipts against the purchase and destination warehouse. Validate the positive outstanding purchase quantity. Pending material awaits quality inspection when an active Incoming inspection plan applies; already-posted stock or inspection evidence must not be created again on retry.

   • Receipt prepared against remaining quantity
   • Updates Goods receipts, Purchase order lines

4. Disposition the inspection Quality Inspector

   Quality Inspector reviews quality inspections and inspection results for that receipt, then decides the supported Accept, Reject, Rework or return to vendor disposition. An Accepted receipt can provide its permitted stock effect; unresolved or rejected material cannot become usable through invoice processing.

   • Incoming material decision retained
   • Updates Quality inspections, Inspection results, Goods receipts
   ApprovalA person approves before the work moves on.

5. Match the invoice Accountant

   Accountant compares the supplier invoice amount with received quantity at the purchase line's unit cost. Match status separates Matched from Exception, while the match exception preserves the values and assigned investigation. Confirm receipt ownership before accepting the invoice reference.

   • Matched or exception evidence recorded
   • Updates Supplier invoices, Match exceptions

6. Approve the matched invoice Approver

   Approver decides through the verified route only after matching is complete and the account or period prerequisites are satisfied. Accountant prepares payment activity separately. Invoice approval does not establish that a bank payment occurred.

   • Permitted invoice approval recorded
   • Updates Supplier invoices, Approvals
   ApprovalA person approves before the work moves on.

Buyer

, Operator, Quality Inspector, Approver, Accountant.