Receive goods and match the invoice

The three-way match checks the supplier's invoice against what you ordered and what you accepted at the door. A matching invoice is posted at once; one that differs waits for someone to decide.

Before you start

• You need a purchase order: from a request, a quote or the purchase orders page.
• Receiving needs Inventory, receiving, stock-take. Recording and posting invoices needs Record and match supplier invoices. Posting to Books also needs the Books purchases right.

Steps: record the delivery note

1. Open the purchase order and select Receive with a delivery note / supplier invoice.
2. Under Receive with a delivery note, type the Delivery note no.
3. For each line, type what was Delivered and what was Damaged. Type the Unit cost if it differs, the Expiry and the Batch.
4. Select Save the delivery note. Damaged goods are refused and never go into stock; the rest is received.

Steps: record and match the invoice

1. On the same page, go to Record the supplier's invoice. The lines start from the newest delivery note not billed yet, at the order's prices.
2. Type the Invoice no. and the Invoice date.
3. Choose the VAT: No VAT, VAT added on top or VAT included in the prices, and the VAT rate %.
4. Change the Payment terms (days) if needed, and type the Invoice total (to check).
5. Correct each Billed qty and Price each to match the paper invoice. If the invoice reader is on for you, you can fill the invoice Or from an invoice photo.
6. Select Match and save.

Good to know

• Within the tolerances the invoice is posted at once. With Books on, it becomes a Books bill linked to the delivery, with its VAT code from the invoice's rate and its due date (invoice date + payment terms), so What we owe and Money in and out see it. Without Books, the supplier's account takes the invoice's difference.
• If you may not post to Books, the invoice waits as matched with Post to Books for someone who may.
• Outside the tolerances, the invoice goes to Invoices to check: see Handle invoices to check.
• One invoice bills one delivery note. For a delivery in parts, record one note and one invoice each.
• The same supplier's invoice number cannot be recorded twice.
• In the UAE, prices that include 5 % VAT are matched on their net amount, and supplier pages and quotes use each supplier's own language: see UAE.