Match a purchase to its supplier bill
Connect the invoice to the correct order and accepted delivery before following its payable and payment.
Match a purchase to its supplier bill
Connect the invoice to the correct order and accepted delivery before following its payable and payment.
Before you start
Have the supplier invoice, approved order and version, accepted receipts, any remedy or credit, and Finance-approved coding. Compare supplier, items, quantities, units, price and terms. A replacement may resolve a rejected unit without creating another charge.
Prepare the matched bill
1. Open Finance → Vendor bills → Vendor bills. Search the invoice number, supplier, date and amount, including likely punctuation variants. If the same bill exists, skip creation steps 2–4 and inspect its current state and matching evidence at step 5. A resent invoice is not a new purchase.
2. Select New. Enter Bill number, Notes, Bill date, Due date, Currency and the applicable Exchange rate from the source.
3. Under Parties and dimensions, confirm Vendor, Purchase order and Goods receipt individually. Check that the receipt belongs to this order and covers the accepted quantity being billed. Do not assume choosing an order fills the vendor, filters every receipt or adds bill lines. If several receipts are needed, confirm the supported treatment with Finance rather than choosing one arbitrarily.
4. Use Add line for the actual charges. Check Description, Quantity, Unit price, Expense account, Tax code, Department, Project and Recognition method against the approved treatment. Use Save line, reconcile the complete amount, then select Create record once. Find and reopen the saved bill.
Follow the same bill into Finance
5. Check the retained order and receipt references, quantities already billed, Match Status and Match Evidence or the applicable exception decision. Resolve discrepancies before review; relationship fields alone do not prove a completed match.
6. For a ready draft, use Workflow actions → Submit. The designated reviewer checks the evidence and approves only the bill awaiting their decision. If it has already progressed, inspect its existing outcome rather than submitting or approving again.
7. Open Finance → Payables and the bill’s source journal under Accounting → Journals → Journals. Match the supplier, bill reference, currency, original amount, outstanding balance, accounts and posting state.
8. For settlement, inspect the corresponding Payments → Vendor payments record, retained payment evidence and exact allocation. Reopen the payable and compare its balance with the supported cash result and relevant statement cutoff.
Expected result
The purchase, bill and remaining payable can be reconciled through the same source references.
Remember: A draft payment with zero unapplied amount is not settlement. Do not create another expense or payment to make records agree; have Finance resolve duplicate, allocation, timing or currency differences through the proper correction process.
Continue learning
In this series: Manage purchasing — guide 14 of 17.
Turn what you learned into the way the team works.
Mark this lesson complete once the workflow exists in your workspace—not simply when you reach the bottom.