What three-way match is
Three-way match compares PO, goods receipt and supplier invoice at line level for quantity and unit price.
Two-way match is invoice to PO only—without receipt you can invoice goods never stocked. Do not approve before the goods receipt is saved and approved.
Invoice capture and prefill
supplier invoice record starts DRAFT; vendor invoice number must be unique. Wizard picks supplier, unreceipted GR lines and prefills.
Billable qty from receipt equals received minus already invoiced. GR lines without PO need explicit matching.
Qty and price tolerance
Matching uses configured percent tolerances. Variances become QTY, PRICE or BOTH; within tolerance OK.
Beyond tolerance status is variance; approval requires a note—API returns four hundred without it.
Approval and invoiced qty
Approval increments invoiced qty on PO and GR lines via FIFO allocation; PO invoiceStatus becomes PARTIAL or FULL.
matched closes clean; REJECTED/CANCELLED remain in audit trail. Attach PDF to supplier invoice record.
Consignment usage invoice
Consignment stock is vendor-owned; issue creates consignment usage record. prefill-consignment sources invoice lines from those usages.
Consignment invoices may lack a PO—tolerance and noted approval still apply.
FX and multi-currency
When PO and invoice currencies differ, qty and unit price variance are judged in document currency; FX difference belongs in accounting conversion.
Site reports may use TRY, USD or EUR per project; approved invoice must align with stock costing currency.
Reporting and audit
invoice-match report lists unmatched, variance and pending invoices. Auditors ask which GR line supports each invoice.
spare parts inventory module saved and approved goods receipt discipline and warehouse and inventory management invoicing share one chain—no invoice approval before receipt.
Field practices
Start matching after receipt is saved, not on delivery day. Partial receipt means invoice only accepted qty.
Price changes without PO revision trigger PRICE variance—record PO revision on the line.
Roles and invoice lane
Invoice wizard lines require saved and approved goods receipt; operators reject early invoice entry.
Finance checks DRAFT; APPROVED only by authoriser. variance needs a note.
Procurement triggers PO revision on price variance; record revision on the line.
Consignment invoices may lack PO; consignment usage record source is mandatory.
Additional practical notes
Vendor invoice number is unique; duplicates are rejected.
BOTH variance inside tolerance is rare; usually QTY or PRICE is reviewed separately.
Approved invoicedQty allocates FIFO; partial invoice must match partial receipt.
Close unmatched lines weekly via invoice-match report.
FX difference sits in accounting conversion; match in document currency.
REJECTED invoices do not touch stock or cost; reopen as DRAFT.
Attach PDF to supplier invoice record; shortens audit paper hunts.
New receipt lines revert PO invoiceStatus from FULL to PARTIAL.
Audit readiness
Audits show APPROVED invoice lines beside GoodsReceiptLine source and PO unit price; variance notes match PDF attachments.
Close consignment usage record lists to invoice date range; do not roll open usage to next period.
Review tolerance percentages yearly against vendor contract acceptable variance.
Reopening after REJECTED requires reversing prior invoicedQty allocation before commit.
Weekly close meeting assigns owners to unmatched lines from invoice-match report.
Sustainable improvement cycle
At month-end, review replenishment, invoice match, lot expiry and kit/consignment reconciliation together—if one module KPI breaks another, root cause is joint. Mass feeds this from one movement ledger.
Name approvers for each exception type: variance invoice notes, quarantine lot release, kit assembly shortages, consignment period invoices. Track exception rate monthly.
Negative stock, unmatched invoice lines and EXPIRED lots clustering on one warehouse code in the same week triggers bin or unit review before blaming software.
External audit pack: saved count session summary, matched/variance mix, FEFO strict violation sample, kit cost tie-out, consignment consigned quantity closure—PDFs linked to supplier invoice record and receipt lines.
Onboard staff with fifteen-minute demos of import templates, Order Suggestions page filters, invoice wizard and lot labels; supervised first week instead of certificate-only training.
At project close, clear draft purchase order, unmatched invoices, QUARANTINE lots and open consignment usage record before team disperses—checklist mirrors Mass onboarding card on the dashboard.
Operational decisions rely on one ledger—replenishment, invoice tolerance, FEFO and kit assembly readiness no longer use side spreadsheets.
Each KPI owner commits one improvement next month; if missed, fix the process not the target.
Flows match shipped Reper Mass behaviour; (count lot picker, digest language) reflect the current release.
Audit trail and invoice actions answer who/when from one source.