Where it usually breaks
And how to keep it from happening.
- An invoice is paid for rejected quantities.
- A price variance is approved without a contract change or credit note.
- The same invoice is entered twice.
- Supply Chain
- Process
- Supplier invoice match
Supplier invoice match
Match each supplier invoice to its order and receipt, approve variances and hand it to payables.
Step by step
-
Record the invoice Buyer
Buyer records the invoice number, date, due date, currency, subtotal and tax, with the purchase order and goods receipt it relates to. It starts Unmatched.
- Invoice at Unmatched
- Updates Supplier invoices
-
Match Buyer
The buyer compares invoiced quantities and prices with the order and accepted quantities on the receipt. Agreement makes it Matched; a difference makes it Variance.
- Unmatched → Matched or Variance
- Updates Supplier invoices, Purchase orders, Goods receipts
-
Approve Procurement Manager
Procurement Manager approves the matched invoice, including any variance accepted with a reason or credit note.
- Matched → Approved
- Updates Supplier invoices
ApprovalA person approves before the work moves on. -
Pay Buyer
Payables pays the approved invoice in your AP system and it is marked Paid by AP.
- Approved → paid ByA P
- Updates Supplier invoices
Who does what
Roles and permissions- Buyer
- , Procurement Manager.
Set up Supply Chain your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.