3-Way Matching

Table of Contents:

• Matching Packing Slip to PO
• Matching Invoice to Packing Slip and PO

3-way matching is a process that provides internal controls by verifying information in three key documents: PO, Packing Slip, and Invoice. It also ensures:

• The items were requested from the Supplier with the correct approval process.
• The items requested in the PO were received in full.
• The supplier invoices exactly the items he has delivered.

Please consider the following before doing a 3-Way Matching:

• Keep in mind that an order can have more than one shipment, which means that we will have more than one packing slip and more than one invoice.
• You can perform the matching process at line level, so you can easily match as the order is fulfilled.
• If you have a soft copy of the packing slip, invoice, and a photo of the items received you have the option to upload them. This step can be required if it's previously set up by an admin.

Matching Packing Slip to PO

Let's make sure that what you have ordered is really what you have received.

1. Go to Lab Manager Dashboard and select Orders, on the right of the last column, click on the three little dots (ellipsis) and select Accept Shipment.
2. That will take you to the Review Packing List screen, here you can upload a picture of the corresponding packing list. Verify that everything is correct and click Continue.
3. When you click continue, a digital version of the packing slip is created. You can now accept the items in your shipment.
4. Here you have the option to skip place items, if you check this box, you will resume it in the place items tab.

Important: This step is only completed if the items are received satisfactorily. If there are any issues, the shipment can only be accepted until the issue is resolved.

Matching Invoice to Packing Slip

This is the second and final step in the process. At this point, you have checked that what you have received is what you ordered.

The next step is to make sure that the amount due (invoice) is in accordance with what you have received.

If you have already received the soft copy of the invoice from your supplier, or if it is a punchout, the invoice has already been generated, so you have two scenarios for matching:

Matching an invoice that has not yet been digitized

1. Go to Shipments in the Lab Manager Dashboard.
2. In Shipment History, you will find the shipment you just accepted, click on it, and then you will have two options: Match Invoice or Create Invoice.
3. If you select Match invoice, but there is no invoice received our smart LabFellows platform will take you to the next screen.
4. You would have to click on Cancel Match and select Create Invoice again.
5. You will get a display of the digital version of the invoice, all you have to do is:

• Make sure that the item, quantity, and price match your soft copy of the invoice.
• Enter the invoice number (on your soft copy) and click Save.

That's it! You have now confirmed that the invoice matches what you have received and that you are OK to pay that invoice. Your invoice is now matched and will display the small green icon

Matching an invoice that was already digitized

1. Go to Shipments in the Lab Manager Dashboard.
2. In the Shipment History, you will find the shipment you just accepted, click on it, and then you will have two options: Match Invoice or Create Invoice.
3. Our LabFellows Platform is smart, select Match Invoice on the top right, you will see all invoices related to that Shipment/PO.
4. Review the information and then select your invoice, by selecting your invoice you complete the process.

That's it! You have just confirmed that the invoice matches what you have received and you are okay to pay that invoice. Your invoice is now matched and will display the little green icon.