Download R: Three-Way Match (PO, GRN, Invoice) (.xlsx)
What it does
Takes the PO, GRN and invoice reports, matches each invoice line to its PO line and GRN quantity, applies your quantity and price tolerances, flags duplicate invoices, and shows which lines are clear to pay and which to hold.
Who it is for
AP teams and controllers.
How to use it
- Go to 'Settings'. Set the quantity tolerance and the price tolerance (for example 0% and 1%).
- Paste your open purchase order lines into 'PO': PO number, line item code, description, ordered quantity and agreed rate.
- Paste goods receipts into 'GRN': GRN number, date, PO number, item code and accepted quantity. Several GRNs for one PO line are added up.
- Paste the supplier invoices you want to pay into 'Invoices': vendor, invoice number, date, PO number, item code, billed quantity and billed rate.
- Read the 'Result' column on 'Invoices'. 'Clear to pay' means all three agree within tolerance. Any other result tells you what to fix.
- Go to 'Summary' for the amount clear to pay, the amount on hold and the Checks box.
Tabs in the file
| Tab | What it holds |
|---|---|
| Settings | Tolerances. |
| PO | Purchase order lines. |
| GRN | Goods or service receipts. |
| Invoices | Supplier invoice lines with the match result. |
| Summary | Totals and checks. |
Learn the topic
For computation and reconciliation assistance only; not a substitute for formal statutory audit or legal tax advice. All sample data is illustrative and made up. Rates, limits and rules must be checked against current law and your own agreements before use. No tax saving, audit outcome or compliance result is promised.