Handle invoices to check

A supplier invoice that differs from the order or the delivery note by more than your tolerances is not posted. It waits in Invoices to check until someone decides what to do.

Before you start

• You need Record and match supplier invoices to dispute, return or post. Accepting a difference needs Approve purchase requests and invoice differences.

Why an invoice lands here

• Price: an invoice price is outside the price tolerance, up or down.
• Quantity: the billed quantity differs from what was accepted on the delivery note, beyond the quantity tolerance.
• Missing delivery note: nothing of the order was received yet.
• Not on the order: the invoice bills a product the order does not have.

Steps

1. Open Procurement → Invoices to check. Disputed invoices and those outside the tolerances come first, with the supplier, the invoice number, the order, what is wrong, the total, the Difference and the due date.
2. Open an invoice. The match table shows, per product, what was ordered, accepted and billed, the order price and the invoice price. A line at the top says what is Outside the tolerances.
3. Type a note. A note is needed to accept, dispute or return.
4. Choose what to do:
   • Accept as it is: the invoice is taken as it is and posted.
   • Dispute with the supplier: you asked the supplier; the invoice stays here.
   • Return to the supplier: the invoice goes back and nothing is posted. The delivery can then be billed by a corrected invoice.
   • Match again: for a missing delivery note, once the delivery has been received.
5. Check History for every decision with who made it and the note.

Good to know

• Each invoice that does not match raises an owner alert once, and the daily summary counts the invoices to check.
• People who approve also see these invoices in Procurement → Approvals.
• "Return to the supplier" returns the invoice, not the goods. Damaged goods are refused on the delivery note, so they never entered stock. To send back expired stock, see Track lots and expiry dates.
• Posting works as for a matching invoice: see Receive goods and match the invoice.