When the invoice is received, AP will only be able to pay for what’s been received based on what the Receiving Department enters electronically. At this point the packing slip can either be scanned and filed electronically or it can be discarded. The three documents this process requires are also critical in internal and external audits. The 3-way match process ensures consistency of purchase orders, invoices, and order receipts.

• Three-way matching adds an additional step by adding the goods receipt.
• Check out how you can implement Bellwether’s 3 way matching system for your business.
• Choosing vendors with low exception rates will save you time and money in your accounts payable processing because you can expect that they will require fewer corrections before payment.
• This is especially important if the business received only a part of the order.
• Any discrepancies, such as missing items or damaged goods, are noted and communicated to the relevant departments for resolution.

AP only releases matched invoices for payment authorization and works on resolutions for any deviations. Without double-checking that everything is in order, your business could over- or underpay or miss a payment deadline. Once goods have been received, the supplier will send an invoice to the buyer that includes all line items of goods or services.

Tips for Improving Your Purchase Order Tracking Process

An event-planning agency has ordered 1,000 copies of placeholder cards for a client. The buyer and the vendor should have already agreed to everything listed on a purchase order. We saved more than $1 million on our spend in the first year and just recently identified an opportunity to save about $10,000 every month on recurring expenses with Planergy.

This not only reduces manual errors but also accelerates the verification process. By relying on technology, businesses can free up their employees’ time to focus on higher-value tasks. This process also helps build trust and strong relationships with suppliers, as it demonstrates a commitment to fair and transparent financial practices.

way matching: An example.

The care and attention that the process demands can mean that the entire department slows down when processing and matching invoices. As a result, you could lose early payment discounts or incur late fees due to missed invoices. Three-way matching is a great system when implemented correctly. The co-working unicorn WeWork faced significant challenges in streamlining ordering and payments across their 800 global office locations.

• Companies use this reconciliation method to detect fraudulent invoices, embezzlement, computer glitches, or human error.
• The 2 way matching process is the default approach to verify invoices across organizations.
• This is step-two of the Three-Way Invoice Match system of accounting.
• The delivery receipt or a goods receipt note is a receiving report.
• In brief, three-way match accounting is a way to handle payments promised to suppliers while protecting the business from the risk of spending (or losing) money unnecessarily.

Moreover, companies can save a lot of time by replacing a manual matching process with an automated matching process. Plus, these companies can take advantage of discounts offered for timely payment. Advanced OCR technology extracts the important information from invoices and highlights areas that need your attention. The result is faster bill creation, fewer errors, and speedier payments. To further streamline three-way matching, invoice processing can have set rules for exceptions so you can bill for more than the received quantity or dollar amount.

Three-Way Invoice Match

Issues could include wrong payment details, incorrect prices, wrong or damaged products etc. The 2 way matching process is the default approach to verify invoices across organizations. But companies are increasingly adopting three way matching to add an additional layer of verification and prevent overspending. If all the details across the three documents match, the accounting department proceeds with processing the payment to the supplier.

Let’s examine each of these three essential documents in more detail. The payment can only go through after an investigation of the discovered discrepancies. This payment verification technique validates the information across the trio of related documents. What is three-way matching’s biggest drawback when done manually?

What is 3-way matching in accounting?

It involves the close examination and comparison of three forms that occur throughout the buying transaction process. Documents can also get misplaced, perhaps being attached to something erroneously or even thrown away or misfiled. Delayed payments cause late fees and strained vendor relationships. These 3 way matching accounting automated systems are so expensive that they are not a viable solution for smaller businesses. Let’s take a look at a company called ABC Software, who decided to return all their employees to a central office. To do so, they needed to order 50 office chairs from XYZ Office Supplies for $100 each.

This system works like a gatekeeper for AP and flags any inconsistencies. Automate invoice data capture, build workflows and streamline the 3 way match process in seconds. If errors are flagged in the 3 way matching process, the invoice is put on hold and payment is withheld. Once the issue is investigated and resolved, the invoice can be processed for payment.