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Free cheat sheet

Three-way match exceptions: a cheat sheet

The eight mismatches AP sees most, what usually causes them, and who should fix them. Hint: it’s often not AP.

1 page · Cheat sheet · No sign-up needed

At a glance

Route, don't chase

01Most exceptions start outside AP. Buyers, receivers and budget holders own the usual causes, from old price lists to goods nobody booked in.
02Set tolerances. Small rounding differences shouldn’t stop an invoice. Large ones should.
03Count them by reason. The most common reason each month is the process to fix next.

Contents

1. The eight common exceptions
2. Three habits that cut exceptions

1. The eight common exceptions

Exception	Usual cause	Who fixes it	Stop it next time
Price higher than PO	Old price list, missed discount, uplift	Buyer	Contract prices on the PO
Quantity higher than received	Short delivery, or invoiced ahead	Receiver	Book receipts on arrival
No goods receipt	Goods arrived, nobody booked them in	Receiver	Receipts on a phone at delivery
No PO	Bought outside the process	Budget holder	“No PO, no pay” with suppliers
PO already fully invoiced	Duplicate, or extra work not ordered	AP, then buyer	Duplicate checks on arrival
Duplicate invoice	Sent twice, or resent with a new number	AP	One invoice inbox
Partial delivery	Rest of the order still to come	AP	Line-level matching
New bank details	Genuine change, or fraud	AP and supplier manager	Approve and check every change

2. Three habits that cut exceptions

Set tolerances. Small rounding differences shouldn’t stop an invoice. Large ones should.
Route, don’t chase. Send each exception to its owner with the difference described, and a deadline.
Count them by reason. The most common reason each month is the process to fix next.

New bank details on an invoice? Read our supplier bank detail fraud checklist before you pay.

Webexpenses Accounts Payable shows exactly which line doesn't match, and by how much, and sends it to the right person.

Written for the people who sign it off and the people who make it work

For the decision-maker

Financial Controller, Head of Finance

A quick view of where exceptions come from and who should own them, so AP stops chasing problems it didn’t cause.

For the team doing the work

AP teams, buyers and receivers

A desk reference for the eight mismatches you’ll see most, with the fix and how to stop each one happening again.

See it on your own process

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