AP sees the same story the warehouse closed.
Vendor bills with line detail, verify and approve — so Accounts Payable reads the order, receipt, and vendor that won the RFQ, not three disconnected numbers.
VB-441 · $42.8k
Harbor Steel Supply
MATCHED
VB-440 · $19.4k
Coastal MEP Co.
PRICE MISMATCH
VB-439 · $6.4k
LiftCo Hire
UNMATCHED
Closing the cycle should not be a reconciling job.
Vendor bills fail when order, receipt, and invoice never sit together. Match status and provenance close the buy chain.
Three numbers
PO total, GR qty, and invoice amount live in three systems. The reconciler’s desk is the product.
Lump-sum mystery
Bills arrive without line detail. Price and qty variance hide until someone rebuilds the match in a sheet.
Who won the RFQ?
AP never sees the sourcing decision. The vendor on the invoice may not be the one procurement awarded.
Three-way clarity on the bill.
match_status surfaces price and quantity variance against PO lines — including qty_received and qty_billed — without exporting three systems into a desk.
Matched
Order, receipt, and invoice quantities and prices align.
Price mismatch
Unit price drifted from the PO — visible before approve.
Qty mismatch
Billed qty doesn’t match ordered / received — stop and resolve.
Unmatched
Still wiring the bill to PO lines — not ready for AP sign-off.
Also PRICE_AND_QTY_MISMATCH when both drift
A lifecycle AP can trust.
Draft → verified → approved (or cancelled). Invoice ref, dates, and due date sit on the bill header beside match status.
01
Raise from the chain
Create against the PO — vendor, lines, and charge dimensions are already known.
02
Verify the story
Order, receipt, and invoice sit together. Variance fields show price and qty drift.
03
Approve for AP
Sign-off with match status clear — then Finance handoff on shared permissions.
Open the bill — keep the whole path.
PO provenance (source requisition / RFQ) rides into the bill. Projects can still read the commitment; Finance gets AP on shared audit.
VB-441 · linked documents
PO-1182
Committed order
GR-221
Posted receipt
RFQ-088
Winning vendor
PR-1042
Original need
Close the cycle without a reconciling job
Line detail, match status, verify and approve — AP reads the order, receipt, and winning RFQ on one spine.