Supplier Invoice Matching and Exception Handling
Does every invoice trigger another search for documents?
Check invoices against agreed purchasing records and show finance what matches, what differs, and what is missing.
Inputs and Proposed Outputs
Inputs: invoices, purchase orders, and receipts where included. Confirm fields, currencies, tax treatment, and tolerances.
Outputs: a check summary, source references, missing-information requests, and items for procurement or finance review.
A Simple Example
| Condition | Proposed handling | Next step |
|---|---|---|
| The invoice meets included rules | Record checks and sources | Complete required review |
| A required receipt is missing | Keep pending and request it | Owner supplies or explains it |
| Quantities differ | Show values and sources | Procurement and finance decide treatment |
When Records Disagree
Give reviewers the difference and supporting records. Record their decision and updated information, then check again under the agreed rules.
Keep unresolved items open. Verify included system actions; check an uncertain submission before retrying.
Check the Result
Test missing documents, duplicates, multiple possible orders, and differences outside tolerance. Review source links, exceptions, and authorized actions separately.
Start with One Invoice Type
Choose a business unit and representative normal and exception records. Agree implementation, acceptance, fees, and maintenance.
Does this include complete three-way matching?
Only when order, receipt, invoice data, rules, and controls are explicitly included and validated. The example does not establish that capability.
Does matching mean payment is complete?
No. Matching, posting, payment preparation, approval, bank execution, and settlement are separate steps. Tax validation is also assessed separately.