Auditing is no fun for any business, but automating the three-way match process will make life significantly easier when it comes around. Some of the biggest culprits–financial discrepancies and missing data–are essentially eliminated when you have an automated system that logs every step meticulously, without error. With a digitized paper trail, finance teams have every document and receipt on file, immediately accessible when needed. If your three-way matching process in accounts payable isn’t 100% automated, it can happen that figures that get entered into one of the documents may differ just a bit with other documents.
- Three-way matching is also part of the procurement process—getting, or procuring, goods and services for your business.
- Get in touch with our experts to know how you can boost efficacy for your AP teams with AP Automation – Built on ServiceNow.
- Alternatively, a four-way match may include the comparison of contracts in the more broad source-to-pay process.
- Imagine that your company has recently placed an order for ten boxes of paper.
- Integrations with ERPs and accounting software also become convenient.
The final payments get realized once the data is compared and validated from the purchase order, supplier invoice, and goods receipt. The process of 4-way matching in accounts payable compares four documents. At the same time, CoreIntegrator’s AP automation solutions bring accounts payable best practices to your accounting department.
Disadvantages of Three-Way Matching
Using an automated system for your invoice processing, procurement, and other systems saves time, realizes better cost savings, and leaves more energy for accounting teams to perform higher-level tasks. The most complex, labor-intensive, and time-consuming invoice matching technique is 4-way https://www.bookstime.com/ matching. The supplier invoice is matched against the PO and the receiving report, which is matched to the packing slip or order receipt. The goal of this approval process is to ensure that each invoice is consistent with the products and amounts ordered, as listed on the purchase order.
By verifying whether a business requested and as well, received the goods/services an invoice claims payment for, it can easily be determined whether an invoice is legitimate or fraudulent. The information on the supplier invoice to a copy of the related purchase order that has been forwarded to it by the purchasing department. The purchase order states the quantity and price at which the company agrees to buy the goods or services stated on the supplier’s invoice. Let’s look at a hypothetical example of three-way matching — that of a boutique hotel chain whose marketing department has prepared a new full-color brochure and needs 100,000 copies.
The Drawbacks of Manual Matching
You send the invoice for payment only if the information on the documents match. And if you discover a discrepancy between the PO, PO invoice, or packing slip/receipt in the match process? Then you send the invoice to the purchasing department for review and action. The supplier, purchased goods or service, and amounts are approved as part of the PO purchase requisition process leading up to creation of the purchase order. And the packing slip or receipt should reflect the items or services identified in both the PO and the PO invoice.
Then the clerk checks that the price for printing the brochures match. The clerk will also verify that the name of the invoicing company matches the name of the company on the purchase order. This is done to make sure the invoice is not a rogue request from a third party trying to be paid for a phony order. They see that 20 3 way matching accounting pallets of brochures were, in fact, delivered by the printer. Each pallet contains 5,000 brochures, so that matches both the PO quantity and the supplier invoice. They require the purchased goods for a legitimate business reason. Finance team Confirms invoice is legitimate and reflects delivery, and then issues payment.
Zerocater: More process efficiency and fewer invoices
In the accounting and bookkeeping area of accounts payable, the three-way match refers to a procedure used when processing an invoice received from a vendor or supplier. The purpose of the three-way match is to avoid paying an incorrect and perhaps fraudulent invoice. When small businesses are starting out, essential processes and related workflows undergo a slow evolution. With a small workforce, most early efforts involve staff members handling paperwork and entering information manually. This slow pace often applies to processes such as three-way matching in accounts payable departments. 3-way matching is a process in which purchase orders are matched with goods received notes and the invoice sent by the supplier. The purpose of 3-way matching is to mitigate the potential for fraud, maintain accurate reports, and introduce efficiencies in the invoice approval process.