Sales-order matching
Sales-order matching
for receivables
Before an invoice goes out, the sales order, the shipment and the invoice are checked against each other.
The question: How do I check a customer invoice against the sales order and what shipped?
The short answer
Before an invoice goes out, three records should agree: the sales order the customer accepted, the item fulfilment recording what left, and the invoice. InvoiceIQ AR by Analytos checks all three line by line, 3-way by default. Two checks block rather than warn: an invoice cannot post without a fulfilment, and cannot bill more than was fulfilled.
- PO exists
- Vendor identity
- Price within 2%
- Quantity ≤ received
- Not already billed
Try it:
switch between 2-way and 3-way
- PO exists
- Vendor identity
- Price within 2%
- Quantity ≤ received
- Not already billed
All three have to agree before the invoice can go out.
2-way match
“Is this the invoice they agreed to?”
Compares the invoice against the order. Same items, same quantities, the price they signed up for? Then it can go out. It cannot tell you whether anything shipped — so it suits retainers and renewals.
3-way match
“…and did it actually leave?”
Adds the item fulfilment. Ordered, shipped and billed all have to agree before the invoice is raised. Ship part of the order and only that part is billed; the remainder invoices itself when it goes.
Why 3-way is the default on AR
Billing for goods that never left is the one receivables mistake worth stopping outright: it reaches the customer, triggers a dispute and costs a credit note. Under 2-way, fulfilments are not consulted and the invoice is raised from the order, which suits service retainers and licence renewals.
Controls
- Match policy set per customer or company-wide
- Each check has a tolerance and a severity
- Match report stored with every attempt
Is this a fit?
A good fit when
- Physical goods shipped against sales orders
Not the right tool when
- Pure services with nothing to fulfil (use 2-way)
Evidence
- CapabilityTen checks run before a customer invoice can post.
How we label claims: evidence and claims policy.
Frequently asked
questions
The invoice is checked against the sales order only; fulfilments are not consulted.
Policies are set per customer or company-wide, so a service customer can use 2-way.
Related questions
See InvoiceIQ AR on your own documents
InvoiceIQ AR by Analytos: ai accounts receivable automation. A walkthrough starts with your real shipping documents and sales orders.