Paste purchase order lines, goods receipt lines and invoice lines. The tool lines them up by PO number and item and lists every item where the three do not agree within the tolerances you set.
Each box needs a header row. Repeated lines for the same PO and item are added together, and the rate is the weighted average. Item names must be spelled the same in all three lists. Tolerances are yours to set from the entity's policy.
| PO | Item | Issue |
|---|---|---|
| PO-501 | Welding wire | Invoice quantity above quantity received |
| PO-502 | Packing film | Invoice rate differs from order rate |
| PO-503 | Lubricant | Ordered, not received or invoiced |
| PO-504 | Cartons | Invoiced with no purchase order line |
Value at risk is the invoiced quantity not backed by a receipt at the invoice rate, plus any rate excess on received quantity. It is a pointer for follow-up, not a loss figure.
A three-way match compares what was ordered, what arrived and what the supplier billed. When the three agree, the invoice can be paid with some confidence. When they do not, the gap is where overpayment, duplicate billing and fictitious suppliers show up. For an audit, running the match over the full population is often more informative than testing a sample of invoices, because the exceptions come to you.
Lines in each list are grouped by PO number and item name and added up. Each group is then compared across the three documents.
The tool reports invoices with no receipt or no order, receipts with no order, orders not yet invoiced, invoice or receipt quantities above the order, invoice quantity above what was received, and invoice rates that differ from the order rate by more than your price tolerance.
Quantity tolerance allows a percentage over the order or receipt before flagging. Set both tolerances to zero for a strict match.
A PO for 200 rolls of packing film at 85. Goods received 200. The invoice bills 200 at 92.
