Account 3-Way Match
Automatically match purchase orders, receipts and vendor bills for expense control
The Account 3-Way Match module automates the matching process between Purchase Orders, Receipts and Vendor Bills, ensuring payment only for goods ordered and received.
The system alerts when detecting discrepancies in quantity, price or products between the 3 documents, helping prevent incorrect payments, fraud and maintain tight purchase expense control.
Key Features
Key points
• Automatic matching: Compare PO, Receipt and Vendor Bill by quantity, price, product
• Discrepancy alerts: Notify when differences exceed allowed threshold
• Flexible rules: Configure tolerance for quantity and price
• Payment blocking: Prevent payment for unmatched or discrepant Bills
• Detailed reports: Track match success rate, common discrepancies
• Purchase integration: Auto-fetch information from PO and Receipt
3-Way Match Process
Steps
1. Create Purchase Order: Order from supplier, define quantity and price
2. Receive goods: Create Receipt when receiving, record actual quantity
3. Receive Vendor Bill: Supplier sends invoice, enter into system
4. Auto-match: System compares 3 documents, detects discrepancies
5. Handle discrepancies: If any, investigate cause and adjust
6. Approve payment: Only pay when match is successful
Tolerance Configuration
Tolerance Settings
| Type | Description | Example |
|---|---|---|
| Quantity Tolerance | Allow quantity variance within % | Tolerance 5%: order 100, receive 95-105 still OK |
| Price Tolerance | Allow price variance within % | Tolerance 2%: PO price 100k, Bill 98k-102k OK |
| Strict Mode | No variance allowed | Must match 100% to pay |
Handling Discrepancies
Key points
• Quantity short: Contact supplier for backorder or adjust Bill
• Quantity over: Check data entry error or return goods
• Price wrong: Confirm with supplier, update PO if needed
• Wrong product: Return goods or create new PO for correct product