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FAQ: What is two-way matching?

Two-Way Matching is an accounts payable process used to validate a supplier invoice before payment. In Zudello, it involves automatically comparing data between two documents:

  1. The Supplier Invoice: The bill received from the supplier for goods or services.
  2. The Purchase Order (PO): The document your organisation originally issued to the supplier to order those goods or services.

The Goal:

The primary goal is to ensure that your organisation is only paying for what was officially ordered.

How it Works in Zudello:

  1. Linking: When an invoice arrives, Zudello attempts to automatically link it to the correct PO, usually based on the PO number extracted from the invoice matching the document number of a PO from the same supplier.
  2. Comparison: Zudello then compares key details between the linked invoice and PO lines:
    • Quantities: Does the quantity invoiced match the quantity ordered (considering previous invoices/receipts against the same PO line)?
    • Prices: Does the unit price on the invoice match the unit price on the PO?
    • (Optional) Item Codes/Descriptions: Do the item identifiers (SKU, description) align?
  3. Status & Variance: Based on the comparison (and whether quantity or amount-based matching is configured), Zudello calculates:
    • Allocation Status: Indicates if the PO line is fully or partially matched by the invoice line(s).
    • Variance: Highlights differences in price or quantity.
  4. Automation: Configured Sentences can then use the Allocation Status and Variance information to automate the workflow:
    • Invoices with a perfect match might bypass standard approval.
    • Invoices with variances might be routed for specific approval.
    • Invoices that cannot be matched might be sent for manual review.

Benefits:

  • Reduces manual effort in verifying invoices against orders.
  • Helps catch price discrepancies.
  • Ensures you don't pay for items not ordered.
  • Speeds up the invoice approval process for matched invoices.

Two-way matching is a fundamental control in AP automation, ensuring alignment between what was ordered and what is being billed.

See also: Understanding Two-Way and Three-Way Matching.