While NetSuite offers a robust AP system, setting up 3-way matching and approval routing can be overwhelming—especially what is a 3 way match in accounting for companies transitioning from simpler accounting software. Some users on G2 report that the system’s interface is not user-friendly, making it difficult to find and adjust invoice settings. This straightforward method is commonly used for simple purchases that carry little financial risk. Although it is the fastest process, it may not catch all discrepancies. Fraudsters often send fake invoices for payment to scam money out of companies.
NetSuite’s pricing can make long-term use costly
Of course, invoices often have minor errors because of rounding off or other legitimate reasons. As long as the invoice errors are within an acceptable tolerance level, you can approve them. Traditional AP workflows rely on email approvals, which slow down invoice payments. Automated approval routing ensures invoices with no discrepancies are processed instantly, while flagged invoices go directly to the appropriate team for resolution.
- If you’re one of the businesses that use manual matching procedures to track their transactions with suppliers, here are the drawbacks you need to watch out for.
- As such, some organizations set a dollar limit above which invoices must be three-way matched before payment is released.
- Ensuring accurate invoice payments is essential for any business using NetSuite, especially when managing purchase orders (POs) and goods receipts (GRs).
- In other words, does the vendor’s invoice detail agree with the organization’s purchase order, and to the goods actually received as shown on the organization’s receiving report?
- While NetSuite’s built-in invoice matching tools provide a solid foundation, businesses needing greater automation and flexibility often turn to third-party solutions.
Disadvantages of Three-Way Matching
- In a 3-way match, an invoice is compared with the purchase order and receiving report and is only processed when the details are correct, or discrepancies are within a set threshold.
- If you don’t get the materials or other goods or services you paid for, your business will suffer one way or another, whether it’s through defective products or impaired internal processes.
- By implementing this process, organizations can fulfill their fiduciary responsibilities while reaping various benefits.
- Each PO has a unique number that you can use to reference and track it.
By rooting out unauthorized transactions, businesses avoid losing parts of their annual revenue. To make the three-way matching process bookkeeping for cleaning business less time-consuming, consider using the method with only larger invoices. Small, recurring invoices can be verified during the setup process, reducing any chance of fraudulent transactions. Adding three-way matching to the mix throws another step into the process.
Centralize your 3-way matching process
NetSuite’s pricing structure can be a major drawback, especially for smaller teams. Some G2 users have noted that while NetSuite continues to enhance its platform, businesses often face high subscription costs. The invoice is then used to confirm the order and make sure the product supplied matches the price the buyer was charged. All of the information should be stored in the same system and easily accessible. This makes it easier to review each document and identify any discrepancies quickly.
The possibility of human error
Businesses determine the validity of an invoice by first verifying that they ordered the goods. The third element involved is the receipt, which details what was delivered. Plus, when you or your automated system detect errors, you’ll need to discuss the error with the purchasing and receiving department(s). This can further slow down the process, especially if teams are working at different locations. Accounts payable software exists to help you implement three-way matching, pay invoices better, and more — without requiring more employees’ attention.
As such, three-way matching is not your AP process’s be-all and end-all of risk mitigation. Three-way matching focuses on correcting inconsistencies in the purchasing process. Pho My Life (PML) Noodle Shop recently purchased 5 TVs from a supplier to retained earnings balance sheet display in its dining room for $2,500 in total. Here’s a detailed walkthrough of the process and an analysis of its impact on accounting. Then the AP clerk cross-references the GRN to verify that 10 monitors were, in fact, delivered. On the other hand, reconciliation is the process of checking two data sets to see if they agree.
When the goods or services are received, a goods receipt note is created. This confirms the goods have arrived, and verifies the quantity and condition. For services, the person ordering the services would verify that the services they received were in accordance with contract deliverables.
A three-way match allows the buyer to submit payment to the supplier for the goods delivered confidently. Each time the buyer needs to make a new purchase, the procurement lifecycle—which includes the three-way matching process—starts over again. Suppose you run a company that doesn’t have a 3-way match process when buying goods or services.