Pay for what you ordered, at the agreed price, and only for what arrived.
Tenet compares each invoice line with the purchase order and with what your goods receipts show was accepted, net of anything already billed. Differences outside your tolerances are held with the figures side by side, and a person decides. 2-way matching, without a goods receipt, works the same way for services.
Match plan and above, from $75 a month · 14-day trial, no card.
Invoice against the purchase order
- Prices
- Unit prices and the total are compared with the PO, within the price tolerance you set for each supplier (3% unless you set another).
- Lines
- Every billed line has to appear on the PO. PO lines not yet billed are shown too.
- Quantities
- Billed quantities are compared with the quantities ordered.
- Extra charges
- Freight or fees on the invoice have to appear on the PO as a charge line.
- Tax
- The invoice’s tax rate is compared with the PO’s.
Against the goods receipt
- Only what was accepted
- Invoiced quantities can’t exceed what was accepted on the goods receipt. Rejected or damaged items don’t count. A breach is blocking, not a warning.
- Partial deliveries
- Several goods receipts against one order are added together, and quantities already billed on earlier invoices are netted off.
Guards on every match
- Right supplier
- The supplier’s name and tax ID must match the PO. A mismatch is blocking.
- Right currency
- The invoice currency must match the PO currency. A mismatch is blocking.
- PO balance
- An invoice can’t take the PO past its remaining open balance, so several invoices that pass on their own can’t add up to more than was ordered.
- Missing PO
- Tenet looks for the PO number printed on the invoice, then for an uploaded PO from the same supplier whose lines match. If neither is found, the invoice is flagged.
- Late paperwork
- If the PO or delivery note arrives after the invoice, Re-match documents re-checks every open invoice against what is now on file.
Worked example: one order, two deliveries, two invoices
Illustrative figures. One line on PO-2231: 40 shelf brackets at 12.50. The order arrives in two deliveries and is billed in two invoices.
| Document | Date | What it says | Running position |
|---|---|---|---|
| PO-2231 | 1 Mar | 40 ordered at 12.50 | 40 open |
| GRN-0457 | 3 Mar | 24 delivered, 24 accepted | 24 accepted |
| INV-5521 | 4 Mar | 24 billed at 12.50 = 300.00 | 24 accepted, 24 billed: agrees |
| GRN-0471 | 10 Mar | 16 delivered, 12 accepted, 4 rejected as damaged | 36 accepted |
| INV-5560 | 11 Mar | 16 billed at 12.50 = 200.00 | 36 accepted − 24 already billed = 12 available |
INV-5560 bills 16 units but only 12 accepted units are left to bill. The 4 rejected brackets are 50.00 billed for goods you sent back. Ask for a credit note or a corrected invoice for 12 (150.00). The 4 units still open on the PO stay open until they are delivered or the order is closed.
2-way or 3-way?
- Services and subscriptions
- 2-way: invoice against the PO or contract. There is no delivery to count.
- Stock, parts and materials
- 3-way: invoice against the PO and the goods receipt, because short and damaged deliveries are common.
- Small non-PO spend
- Matching off for that supplier; approval and the invoice checks still apply.
Good to know
- Choose 2-way, 3-way or no matching on the Matching rules page. 2-way needs no goods receipt.
- Purchase orders and goods receipts are uploaded or emailed in; they aren’t read from Xero yet.
- Tenet doesn’t manage stock levels or warehouses. A goods receipt here is the record of what was accepted, used for matching.
- A match that passes still waits for a person to approve the invoice.