Accounts payable evidence
A matching grand total can hide a wrong SKU, duplicate freight line or invoice for units still on hold. Three-way matching connects the approved order, accepted receipt and supplier invoice at the same level of detail before payment authority acts.
Direct answer
Use the latest authorized purchase order and changes as the commitment baseline, the dated receiving and acceptance record as evidence of goods accepted, and the original supplier invoice as the payment request. Verify supplier identity, invoice number, currency, beneficiary and duplicate status first. Match every invoice line to PO line and receipt using SKU, revision, quantity, unit of measure, unit price and agreed charges. Convert packs or units only through an approved factor. Keep received, accepted, held, rejected, returned and not-yet-received quantities separate. Recalculate extensions, discounts, freight, tooling, taxes or fees according to the agreement and applicable review. Define numeric and timing tolerances before use; never invent a tolerance to pass one invoice. Route price, quantity, tax, identity, duplicate and missing-receipt exceptions to named owners, place only the affected amount on hold when policy permits, and record the supplier correction, credit or authorized variance. Release payment through segregation of duties, then mark the matched lines and retain the exact document revisions to prevent duplicate payment.
Use this before requesting a quotation
Collect the controlling PO, accepted amendments, supplier acknowledgment, receiving report, inspection disposition, invoice and linked credits. Record document numbers, revisions and dates. If one invoice covers several orders or deliveries, split the working view by referenced line instead of forcing a shipment total onto the first available PO.
Check unique invoice number, issue date, seller legal identity, invoice issuer, currency, beneficiary, buyer, ship-to and referenced order. Search prior invoices and credits for duplicates, near-duplicates and resubmissions. Verify changed payment instructions through a known independent channel; matching product quantities cannot make an unverified beneficiary safe.
Map buyer SKU, supplier model, revision, variant, PO line, invoice line and receipt line. Record ordered unit, received unit and billed unit plus any approved conversion. Separate selling units, inner packs and cases. Do not compare 10 cartons with 10 pieces or let a vague product description bridge two different variants.
Calculate ordered, canceled, advised, received, accepted, held, rejected, returned, previously invoiced and currently billable quantities. Use acceptance evidence, not only carrier delivery. Partial receipts need cumulative control so the second invoice does not bill the first receipt again and remaining open quantity stays visible.
Compare unit price, currency, discount, tooling, sample, packaging, freight and other agreed charges to the approved order. Recalculate extensions and total. Review tax, duty and accounting treatment with qualified staff. A correct grand total does not excuse a wrong unit price or an unapproved charge hidden elsewhere.
Use defined codes for missing PO, missing receipt, quantity, price, unit, identity, duplicate, arithmetic, tax, freight or beneficiary variance. State disputed amount and unaffected amount. Route to purchasing, receiving, quality, finance or supplier owners with evidence and due date; never resolve a control exception through undocumented chat approval.
Record match result, tolerance used, exceptions closed, payment amount, approver and payment reference. Separate invoice entry, receiving, purchasing approval and payment release according to company controls. Mark invoice and order lines as paid or partly paid, link credits, and retain the frozen packet so a resent invoice cannot pass as new.
Reusable buyer brief
Invoice number, date, seller, currency and beneficiary: PO number, revision and approved change references: Receipt, inspection and acceptance references: Buyer SKU, supplier model, variant and line IDs: Ordered, canceled, received and accepted quantity: Held, rejected, returned and previously invoiced quantity: Ordered, billed and converted unit of measure: Approved unit price, billed price and extension: Freight, discount, tooling, tax and other charges: Variance code, amount, evidence, owner and due date: Supplier correction, credit or approved tolerance: Payable amount, approver, payment reference and lock status:
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Before you send the request
The usual records are the approved purchase order, the receiving or acceptance record and the supplier invoice. Businesses may require additional inspection, change, tax or payment evidence.
Use the quantity authorized for payment by the agreement and control process. Keep physical receipt and acceptance separate so held or rejected goods are not silently treated as payable.
Only under a pre-approved tolerance with defined scope, owner and system control. Do not create or widen a tolerance after seeing one supplier variance.
Use unique invoice identity, seller and amount checks, line-level cumulative billed quantities, linked credit status and a paid-document lock before payment release.
Keep the request specific
Required invoice fields, acceptance rules, tax treatment, payment dates, tolerances and segregation of duties vary by agreement, system and law. Qualified finance, tax and legal staff should define them. This checklist does not authorize payment or unilateral deductions.
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MINJI maps authorization, receipt, acceptance and billing at line level. UN/CEFACT, GAO and current U.S. acquisition sources support reconciliation and receiving evidence without imposing government procurement rules on private transactions.
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