Three-way matching

Match before you pay. Every line, every invoice.

The purchase order says what was agreed. The goods receipt says what arrived. The invoice says what the vendor wants to be paid. Ipcosys compares all three, and holds anything that does not agree.

Match reviewPO-2291 · Northfield Fasteners

Matching 0 of 3 lines

Purchase orderPO-2291Approved by plant head

Hex nuts M12Qty 100Rate ₹6.20

Steel bolts M12 x 50Qty 100Rate ₹42.00

Spring washers M12Qty 200Rate ₹1.80

Total incl. 18% GST₹6,112.40

Goods receiptGRN-4471Counted at stores, gate 2

Hex nuts M12Qty 100Rate -

Steel bolts M12 x 50Qty 98Rate -

Spring washers M12Qty 200Rate -

Lines received3 of 3

Vendor invoiceINV-0871Read from PDF, 14 fields extracted

Hex nuts M12Qty 100Rate ₹6.20

Steel bolts M12 x 50Qty 100Rate ₹43.50

Spring washers M12Qty 200Rate ₹1.80

Total incl. 18% GST₹6,289.40

Variance on line 2: received 98, billed 100 · rate +3.6% over PO

Routed to buyer for decision Payment held

Lines 1 and 3 matched₹177.00 above PO value

Tolerances

You decide what counts as a match.

Tolerances are set per category and vendor, and changes are versioned. Clean matches release on their own, so your team only looks at the exceptions.

Quantity tolerance against received, not just ordered
Rate tolerance as a percentage or a fixed amount
Separate limits for freight and packing charges

Tolerance rule · FastenersActive

Billed qty vs received0 over

Rate vs PO±1.0%

GST rate vs HSN 7318Exact

FreightUp to ₹500 per invoice

Override above ₹10,000Needs finance controller

Variance handling

The exception arrives with the arithmetic done.

The buyer sees which line, which document disagrees, and by how much. They choose what happens next, and the choice is recorded.

Accept the difference with a reason
Pay for what was received and request a credit note
Send back to the vendor for a revised invoice

INV-0871 · line 2Held

Received vs billed98 vs 100 · 2 units

Rate vs PO₹43.50 vs ₹42.00 · +3.6%

Line difference incl. GST₹276.12

Suggested actionPay as received at PO rate

Assigned toBuyer, fasteners

Capabilities

Everything that goes into a clean match.

Tolerances by category

Set quantity and rate tolerances per category or vendor. Weight-based raw material can allow small differences, fixed contracts can require an exact rate.

Tax checked too

GST rate compared against the HSN or SAC on the PO, and CGST, SGST or IGST checked against the supplier and delivery states.

Routing by variance type

Quantity variances go to stores and the buyer. Rate variances go to the buyer. Tax variances go to finance. Each sees only what they need to decide.

Duplicate detection

Invoices with the same vendor, a near-identical number and the same amount are blocked before they reach matching.

Two-way for services

Services and subscriptions match invoice to PO or contract, with confirmation from the receiving department in place of a goods receipt.

A record of every decision

Accepting a variance, asking for a credit note or short-paying is recorded with the person, the reason and the amount.

Questions

Three-way matching

What happens when an invoice arrives before the goods receipt?

It waits in a pending state. When the receipt is posted, matching runs again automatically. If the receipt does not arrive in the time you set, stores are reminded.

Can one invoice cover several purchase orders?

Yes. Lines are matched to their own PO and receipt, and the invoice is released only when every line is resolved.

What about partial deliveries?

Each receipt is recorded as it arrives. An invoice for the delivered quantity matches cleanly, and the PO stays open for the remainder.

Can the buyer override a variance?

Yes, with a reason. The override, the person and the difference accepted are all recorded, and overrides above a value can require a second approver.

Put your next hundred invoices through a three-way match.

Set up a workspace with your own approval rules and tolerances, or walk through your current process with us first.