Check the invoice against what happened.
The purchase order, receipt and supplier invoice, side by side.
Spot quantity and price differences before approving payment. Cobalt connects the invoice to its order and receipts so your team can investigate the specific lines that need attention.
Are we being charged for stock that has not arrived?
Compare the ordered quantity, received quantity and invoice value. Keep the discrepancy visible while purchasing and accounts payable agree how to resolve it.
Why is £74.40 of this invoice in question?
The price agrees with the order. The received quantity does not.
Accounts payableIllustrative records| Document | Quantity | Value |
|---|---|---|
| Purchase order | 24 × £12.40 | £297.60 |
| Goods receipt | 18 × £12.40 | £223.20 |
| Supplier invoice | 24 × £12.40 | £297.60 |
Six units remain to be resolved.
The quantity difference is 6 × £12.40 = £74.40 before VAT. Check the outstanding delivery or request a correction before approving the invoice.
- Order, delivery and invoice — shown side by side so any difference stands out.
- Quantity differences — flagged when the quantity on the invoice doesn't match what was delivered.
- Price differences — flagged when the invoice price is different from the price on the purchase order.
- Part deliveries — if an order arrives in parts, the invoice is checked against what has actually arrived.
- No overpaying — stops you paying for goods that never arrived or were billed twice.
- Audit trail — every check, every problem and how it was settled is recorded, so you can show what happened.
Small mismatches add up fast.
A few units short here, a small price rise there. Over a year, unchecked supplier invoices eat into your margin.
Spot invoices charged above the agreed price before you pay them.
Invoices are checked against deliveries, including part deliveries, so you don't pay for goods that didn't come.
A full history of checks and problems makes supplier disputes and reviews simple.
Where it fits in purchasing.
3-way matching is the last check on the buying side before you pay.
It's part of procure to pay and comes after purchase orders and booking in deliveries. Checked invoices then export cleanly for your accountant, so the supplier figures they get are ones they can rely on.
Frequently asked questions.
What is supplier invoice 3-way matching?
It means checking a supplier invoice against two other things before you pay it: the purchase order and the record of what actually arrived. That way you only pay for what you ordered and received, at the price you agreed.
What problems does Cobalt ERP flag?
Two kinds. The quantity on the invoice doesn't match what was received, or the price is higher than the one on the purchase order. Part deliveries are handled, so the check is against what has arrived so far.
How does it stop me being overcharged?
Because the invoice is checked against the delivery and the purchase order, Cobalt ERP shows goods that never arrived or were billed twice, so you can query them before paying.
Does it handle part deliveries?
Yes. You can book in part of a purchase order, and the invoice is checked against what actually arrived, not the full amount ordered.
Is there an audit trail?
Yes. Every check, problem and resolution is recorded, so you have a clear history for supplier disputes, reviews and your accountant.
Does Cobalt ERP replace my accounts payable software?
Cobalt ERP checks supplier invoices and tracks their status, then exports clean data to your accountant. It is not a full statutory accounts payable or payments system.
Related pages.
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