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Purchase invoice matching
Match PO + GRN + supplier invoice (three-way match) before Finance pays.
Inventory · Academy
What this section is
Invoice matching proves quantity and price: what you ordered (PO), what you received (GRN), and what the vendor billed. Mismatches (short GRN, price variance, GST errors) must be cleared before NEFT (National Electronic Funds Transfer) payment.
In the owner dashboard
Open Purchase invoice matching under Listing / Property after you claim a stay. Same vocabulary as Help Academy.
~10 min
Typical time to read this guide and complete the screen once for a small property.
Inventory · Procurement
Buy stock properly: reorder suggestions, purchase requisitions (PR), inventory POs, and three-way invoice matching.
Help cues
When to use it
Cue 1
Vendor email/PDF bill arrives.
Cue 2
Accounts asks “can we pay Metro Linen ₹22k?”
Cue 3
Price on bill differs from PO.
Do this
Step-by-step
-
Open Invoice matching
Inventory → Procurement → Invoice matching. Select the vendor bill / PO set to match.
India example: PO + GRN + vendor bill ₹22k. -
Compare three documents
Qty: GRN vs bill. Rate: PO vs bill. Tax: GSTIN and GST lines. Flag variances.
India example: PO 40 · GRN 38 · bill 40 → short-ship dispute before pay. -
Clear for payment or dispute
Matched → Finance can pay. Unmatched → debit note / revised bill / wait for missing GRN. Do not “match anyway” under pressure.
India example: Match 38 + credit note 2 · then pay.
Tips
Same-day match when bills arrive — ageing unmatched piles become month-end fire drills. · Keep challan/GRN numbers on the bill filing for audits.
Common mistakes
Paying full bill when GRN accepted less — you fund the vendor’s shortage.
Staff training
Detailed examples
Full India-hotel scenarios — same structure as Help Academy. Follow on the live screen with your team.
Example 1: Three-way match with short GRN
Setting
Bill for 40 towels · GRN accepted 38 · Finance wants to pay.
Who is involved
Meera · Accountant
Match finds the gap before NEFT leaves the account.
| # | What staff do | What they should see |
|---|---|---|
| 1 | Invoice matching → PO + GRN 38 + bill 40 | Variance 2. |
| 2 | Hold pay · request credit note / revise bill | Vendor agrees. |
| 3 | Match 38 · release payment | Paid for goods received only. |
Pricing unlock
Which plans include Purchase invoice matching
Ready to set this up?
Claim your listing, open Purchase invoice matching in the owner dashboard, then continue Setup order.