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Check an invoice

Use the three-way match to check what you ordered, what arrived and what you are billed.

Before an invoice is paid, three things should agree: what you ordered, what arrived, and what you were billed. This is the three-way match. Wren keeps all three on the order, a tab each, so the check takes one page instead of three folders.

Every invoice, by supplier and order

Find an invoice

You can reach an invoice in two ways.

From the Invoices page:

  1. Open Invoices in the sidebar. It lists what your suppliers have billed, each tied to the order it came from.
  2. Pick a location at the top, or type in the search box to find an invoice.
  3. Press a row to open the invoice. The columns show the Invoice Number, Supplier, Order Number, Invoice Date, Amount and Status.

From the order:

  1. Open the order and press its Invoices tab. Each supplier bills for what it shipped, so there is an invoice for every supplier that sent something.
  2. Each row shows the Invoice Number, Supplier, Related PO, Invoice Date, Amount and Status. Press a row to open it.

The three papers

WhatWhere to find it
What you orderedThe order's Purchase Orders tab: every item, its quantity and its price, as sent to each supplier.
What arrivedThe order's Shipments tab: every box and what was received. Order Summary shows each line's status too.
What you are billedThe order's Invoices tab, with Credit Memos beside it for anything taken off.

Check it line by line

On an open invoice, each line puts the two halves side by side:

  • Requested QTY and Requested Unit Price are what the purchase order asked for.
  • Invoice Qty and Inv Price are what the supplier billed.
  1. Open the invoice.
  2. Compare the requested and billed columns on each line. Where they agree, the line is fine.
  3. Open the order's Shipments tab and check that the billed quantity matches what was received.
  4. Check the Invoice Summary at the bottom: Taxes, Misc, Discounts, Shipping and Credits, and the Grand Total.

The top of the invoice shows the Invoice Date, Payment Terms and Due Date, the day the supplier expects to be paid. On Net 30, that is 30 days after the invoice date.

When they do not match

A line where the billed price is higher than requested, or more was billed than arrived, is the line to raise with the supplier before paying. Use the Sales Person and Contact Information at the top of the invoice to reach their rep.

A short or damaged delivery usually comes back as a credit memo, which takes the difference off the invoice. See Credit memos.

Once everything agrees and the invoice has been paid, record it. See Mark an invoice paid.

See it for yourselfTry this in the interactive demo, on a practice account you can’t break.

Open the demo