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What is the 3-Way Matching Process in Accounts Payable?

Four-way matching goes even further by adding an inspection process after the delivery. With this system in place, goods and services are only accepted after establishing that 3 way matching accounting all the documents match. The payment can only go through after an investigation of the discovered discrepancies. And three-way matching doesn’t only benefit your business—because of the expedited invoice approval process, it also maintains a positive buyer-supplier relationship. If you’re one of the businesses that use manual matching procedures to track their transactions with suppliers, here are the drawbacks you need to watch out for. If your business purchases inventory or goods, as opposed to primarily services, and you use item receipts to track delivery, then three-way matching is probably the best choice for your business.

Data Sheets

It identifies illegitimate invoices and enables your accountants to prevent overpayment for purchases that were not authorized for the specified amount. Preventing fraud, detecting overpayment, and managing purchases is an important part of small, mid-size and large corporations that invoice matching can help solve. A purchase order (PO) is a document, often legally binding, that confirms an order of products or services without requiring immediate payment.

• Inefficient manual matching leads to payment delays, which strain supplier relationships and damage vendor relationships or disrupt supply chains.
• This can further slow down the process, especially if teams are working at different locations.
• This method ensures the highest accuracy and fraud prevention level but is the most time-consuming and requires coordination across multiple departments.
• It involves verifying that the goods or services billed in the invoice match both the PO and the GRN, confirming that the items were received as ordered.
• Automating 3-way matching is a game-changer for accounts payable departments.
• It helps ensure that the customer gets the goods they ordered in the quantity requested and at the price they agreed to.

Purchase orders.

The “match” part of the three-way match refers to comparing the quantities, price per unit, terms, and other information appearing on the three documents. In other words, does the vendor’s invoice detail agree with the organization’s purchase order, and to the goods actually received as shown on the organization’s receiving report? Only if the details on the three documents are in agreement will the vendor’s invoice be entered as an account payable.

• Upon approval, the system automatically initiates the payment process through the chosen payment method.
• Four-way matching goes a step further than three-way matching by comparing invoices with inspection slips.
• Accounting departments can improve payment procedures, reduce the chance of human error, and communicate business papers digitally by utilizing three-way matching.
• This way, the accounting department will only pay for authorized order receipts.
• Three-way checking results is an efficient accounts payable process that protects your bottom line and cash flow.

How Does Invoice Matching Work?

By utilizing software designed explicitly for three-way matching, businesses can eliminate the need for manual review and reduce errors. It helps reduce recording transactions unnecessary costs, such as over-ordering or under-ordering, and helps ensure that the correct goods are being delivered at the right price. The system also helps reduce wasted time and effort, which helps reduce the overall cost of the supply chain.

Three-Way Match: Components, Techniques, and Financial Impact

Real-time Insurance Accounting tracking allows businesses to monitor invoices, payment statuses, and potential issues, ensuring smoother operations. Centralizing invoice receipt, whether through dedicated email addresses, vendor portals, or mail locations, is crucial. This ensures all invoices are captured, preventing loss and delays, and establishing organized control from the start. Explore the essentials and benefits of three-way matching, from key components to advanced techniques and its impact on financial accuracy and efficiency. Every business that uses three-way matching should establish strict rules for their verification and payment processes.