Match a supplier invoice

Who this is for: Accountant, Manager, Owner — the screen requires inventory.invoice.match. Where: Inventory → Invoices

This is the last link in the chain and the one that reaches Accounting. Recording a supplier's invoice checks it against the order and the goods; matching it raises the bill that will be paid.

The check is three-way: what you ordered, what arrived, what you were billed. The first two are already on the record by the time you get here. All you supply is the third.

Record an invoice#

1. Select Record invoice.
2. Pick the Purchase order the invoice is for. The list holds orders that have been sent, partially received or closed.
3. Type the supplier's Invoice number.
4. Type the Amount — the invoice total.
5. Set the Due date.
6. Select Record invoice.

The invoice lists as draft, with its amount, its due date, and — if there is one — its variance.

The order was US$500.00; the invoice is US$450.00, because only part of it has arrived so far. The amount you type is the supplier's figure, not the order's.

Quan trọng

Read the amount back off the row. The figure on the row is what the bill in Accounting will be raised for. A draft invoice has posted nothing and costs nothing to abandon; a matched one has already put a liability on the books.

Ghi chú

The form has one date field. The due date is used as the invoice date as well, so an invoice recorded here is dated the day it falls due rather than the day the supplier wrote it. If your books need the supplier's own invoice date, the invoice number is the field to carry it in.

Read the variance#

The variance is the invoice amount minus the value actually received against that order — quantity received × the price on the order line, summed over every receipt.

Variance	Means
Zero	The invoice agrees with the goods. Nothing to decide.
Positive	You are being billed for more than arrived — a price rise the order did not carry, or goods invoiced but not delivered.
Negative	You are being billed for less than arrived — a discount, or a delivery still to be invoiced.

A partial order is the common source of an honest variance: if half the order arrived and the supplier invoiced the whole thing, the variance is the half you have not received. Receive the rest before you match, and it goes away.

Because the price on a receipt always comes from the order line, a price difference can only ever appear here — never at receiving.

A supplier billing US$520.00 against US$500.00 of goods. The button has changed its own wording, which is the only warning you get.

Quan trọng

The variance is measured against everything received on that order, not against what you have yet to invoice. So a second invoice for the same order is compared to the whole delivery again, and will always show a variance — the first invoice is not subtracted. Where a supplier invoices one order twice, read the variance as "this invoice versus the whole order" and check the two invoices add up to the order yourself.

Match an invoice and raise the bill#

1. Find the draft invoice.
2. Select Match → AP bill.

The badge turns matched, and in Accounting → Payables there is now a bill:

• against a vendor with the supplier's name, created if it did not already exist;
• for the invoice amount, due on the invoice's due date;
• already approved — so it has posted 5000 Operating Expenses against 2000 Accounts Payable, and the only thing left to do is pay it.

Cảnh báo

When there is a variance, the button becomes "Accept variance & match" — and pressing it accepts the variance. There is no second confirmation. The amount you are agreeing to is the invoice amount, not the value of the goods, so a supplier's arithmetic error becomes the hotel's liability at exactly one press. Read the variance figure on the row first; if it should not be there, fix the goods side before matching.

Underneath, a variance blocks the match unless it is explicitly accepted — the screen is what supplies that acceptance on your behalf.

An invoice can only be matched once#

The handoff claims the invoice before it raises anything, so a second press — or two people pressing at the same moment — cannot produce a second bill. A matched invoice offers no button, and an attempt to match one anyway is refused with this record has already been processed.

That is worth knowing in the one case where it looks broken: if the screen errors while matching, do not assume nothing happened. Reload the list and read the badge. matched means the bill exists in Payables.

What this screen does not do#

• There is no cancel or delete. A draft invoice recorded in error stays in the list as a draft. Recording it again correctly and leaving the wrong one unmatched is the only route today, so it is worth reading the amount twice.
• It does not pay anything. Payment is Payables, on backoffice.ap.approve, and Nerve does not move money at your bank either way.
• It does not touch stock. The goods were booked at receiving; matching settles what they cost you, not what you hold.

What's next#

• Accounts payable — the bill this screen just raised, and paying it
• The ledger — the entry that bill posts
• Receive goods — the step a variance usually points back at