Three-way matching is a critical process in purchasing that helps to ensure the accuracy, completeness, and compliance of invoices with purchase orders and receipts. It involves matching the purchase order, invoice, and receipt to verify that the purchase was authorized, received, and billed correctly. This process is vital for organizations looking to reduce errors, prevent fraud, and maintain good relationships with suppliers.
In this article, we will delve deeper into the importance of three-way matching in procurement and explore the benefits and challenges of this process.
Why Three-Way Matching is Important
Three-way matching is essential for a variety of reasons, but the most significant one is to reduce errors. Inaccurate invoices can lead to overpayment, which can affect an organization's bottom line. The following are some of the common errors that can occur without a proper three-way matching process:
Unclear terms and conditions
When the terms and conditions of the purchase order are unclear, it can lead to confusion and discrepancies between the invoice and the purchase order. This can result in incorrect billing, leading to overpayment or delayed payment.
To avoid such scenarios, many organizations opt for procurement solutions. These solutions streamline the procurement process and ensure that each purchase order contains clear and concise terms and conditions that have been set up for a specific supplier.
Inaccurate invoices
Inaccurate invoices are common, and they can be due to errors in data entry, incorrect pricing, or missing information. Without a proper three-way matching process, these inaccuracies can go unnoticed, leading to overpayment or delayed payment.
To prevent such issues, there are solutions that can provide a way to track invoices based on the purchase order. By implementing a three-way matching process, which matches the invoice with the purchase order and receipt of goods or services, organizations can identify any discrepancies and correct them before payment is made.
Improper tracking of payments
When invoices are not matched to the purchase order and receipt, it can be challenging to track payments accurately. This can result in missed payments, late payments, or overpayment.
Challenges with Three-Way Matching
While three-way matching offers numerous benefits, there are also some challenges associated with this process.
Manual Process
Three-way matching is a manual process that requires a significant amount of time and effort. Organizations with a large number of invoices may find it challenging to process them all manually.
Time-Consuming
Matching invoices to purchase orders and receipts can be time-consuming, especially if there are discrepancies that need to be resolved. This can delay payment to suppliers and impact the organization's cash flow.
Lack of Vendor Compliance
Another challenge associated with three-way matching is a lack of vendor compliance. Some suppliers may not provide the necessary documentation or may not match the invoices correctly, leading to delays and errors.
Benefits of Three-Way Matching
Three-way matching offers numerous benefits to organizations, including improved accuracy, control, and visibility.
Improved Accuracy
Three-way matching ensures that invoices are accurate and match the purchase order in terms of quantity, price, and description of goods or services ordered. This helps to avoid overpayment, delayed payment, and disputes with suppliers.
Team Procure can help streamline your procurement. The first way in the three-way matching process is matching the purchase order with the invoice. This ensures that the invoice is accurate and matches the purchase order in terms of the quantity, price, and description of the goods or services ordered. If there are any discrepancies, the invoice can be rejected, and the supplier can be contacted to resolve the issue.
Improved Control
It also offers organizations greater control over their purchasing processes. It ensures that purchases are authorized and received and that payments are made only for the goods or services received.
There is a feature for this issue - matching the purchase order with the receipt. This confirms that the goods or services were received as per the purchase order, and the organization only pays for what was received. If there are any discrepancies, such as damaged or missing goods, the invoice can be adjusted accordingly.
Improved Visibility
Three-way matching provides organizations with greater visibility into their purchasing processes. It helps to identify discrepancies, overbilling, underbilling, or double billing, which can be resolved promptly. This can help to improve financial accuracy and streamline the purchasing process.
Matching the invoice with the receipt with Team Procure is simple. This ensures that the supplier is billing for the goods or services that were actually received and that the invoice amount matches the receipt amount. If there are any discrepancies, the invoice can be adjusted, and the supplier can be contacted to resolve the issue.
Conclusion
In conclusion, three-way matching is a critical process in purchasing that helps organizations to reduce errors, prevent fraud, and maintain good relationships with suppliers. It offers numerous benefits, including improved accuracy, control, and visibility. However, there are also some challenges associated with this process, such as its manual nature, time-consuming nature, and lack of vendor compliance.
Organizations looking to implement a three-way matching process should consider investing in an automated system that can streamline the process and reduce manual effort. TeamProcure offers a range of procurement solutions, including a three-way matching process, that can help organizations to streamline their purchasing processes and improve their financial accuracy. Contact us today
