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For purchasing and stores

What you agreed. What arrived. What you’re billed.

Resolve price, quantity, delivery and documentation discrepancies with the evidence from the original transaction—the order you placed, the receipt stores recorded and the invoice the supplier sent.

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Invoice check: what we agreed (PO/25-26/00129), what arrived (GRN/25-26/00040, 8,352 accepted, 348 rejected), what we’re billed ($11,292.60), and a line-by-line table with the billed quantity 8,700 in red.
Product screen · demo data Invoice check, line by line

Sample values

  1. 01 · Price compliance

    Billed rates checked against the rate you agreed.

    Every invoice line is compared with its purchase-order price, within the tolerance your admin sets. Revised POs are taken into account, so an agreed rate change doesn’t show up as a dispute.

    PO rate$1,250.00

    Billed$1,310.00

    +$60.00 per unit · 4.8% over tolerance

  2. 02 · Quantity matching

    Billed quantities checked against what stores accepted.

    Across every goods receipt for the order line, net of rejections and credit notes. Partial deliveries are fine; billing ahead of receipt is not.

    Accepted80 EA

    Billed100 EA

    20 EA invoiced beyond receipt

  3. 03 · Receipt verification

    Missing goods receipts surface on their own.

    An invoice without a GRN becomes a “Paperwork missing” case for Stores and is rechecked automatically when the receipt is recorded.

    Invoicereceived

    GRNnot found

    Case opened for Stores

  4. 04 · Supplier documentation

    Unagreed charges, wrong tax numbers, unknown suppliers.

    Freight, handling or packing without PO cover; GSTINs that don’t match the supplier; invoices from suppliers that aren’t on your list. Unit conversions are applied only by rules your team has approved.

    PO freight$0.00

    Billed freight$3,500.00

    Charge without supporting agreement

  5. 05 · Case ownership

    Routed to Purchasing or Stores, with a due date.

    Each exception is a case with an owner team, due date, the evidence and a recommended next step. Supplier emails are prepared as drafts for approval; a person sends them.

    OwnerPurchasing

    Due09 Aug

    Draft credit-note request awaiting approval

Your rules, applied consistently

Tolerances and conversions your team approves.

Admins set price tolerances, rounding, which charges need PO cover, and approved unit conversions (for example, one roll equals 90 metres). Units are never converted without an approved rule, and every change is recorded.

How matching works

Rules and settings: matching tolerances, GST rates accepted, charges that need PO cover, and unit conversions with who approved them.
Product screen · demo data Rules & settings

Stop checking invoices blindly.

See how ExelProc connects the order, the receipt and the invoice—and proves where the numbers differ.

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