Procurement and Accounts Payable (AP) are integral to business operations, but they can be fraught with inefficiencies and errors without proper tools. Scale’s Purchase Order (PO), Goods Received Note (GRN), and Invoicing module not only simplifies these processes but also lays the foundation for Three-Way Matching – a critical component of efficient and accurate AP management.

The Foundation of Three-Way Matching: PO, GRN, and Invoicing

Three-Way Matching is a cornerstone of accounts payable, ensuring that businesses only pay for what they ordered and received. For this process to function effectively, three documents must align:

1. Purchase Order (PO): Details of the items ordered, including quantities, agreed-upon prices, and delivery terms.
2. Goods Received Note (GRN): Verification of the goods or services actually delivered and received by the business.
3. Invoice: The supplier’s billing document for the items or services provided.

Scale seamlessly enables the creation, management, and integration of these documents into a cohesive workflow. This foundational capability ensures that Three-Way Matching can occur accurately and efficiently, reducing errors, preventing overpayments, and streamlining AP processes.

How Scale Enables the Process

1. Purchase Order (PO) Generation

   • Scale simplifies PO creation with an intuitive interface where users can specify item details, quantities, unit prices, and applicable taxes.
   • Every PO is automatically recorded and linked to the supplier, providing a solid starting point for the matching process.
   • By digitizing and centralizing POs, Scale eliminates the risk of manual errors and ensures procurement teams have accurate and accessible records.

1. Goods Received Note (GRN) Creation

   • Once goods or services are delivered, Scale allows users to create GRNs directly within the platform.
   • GRNs verify what has been received against the initial purchase order, ensuring consistency in quantities, item descriptions, and delivery timelines.
   • This step ensures that delivery records are accurate, setting the stage for a flawless Three-Way Match.

1. Invoice Management

   • Scale facilitates the uploading and validation of invoices from suppliers.
   • The system automatically matches the invoice against the corresponding PO and GRN, identifying any discrepancies in pricing, quantities, or taxes.
   • With real-time alerts for mismatches, Scale ensures that only valid invoices are processed for payment.

Why Three-Way Matching Matters in Accounts Payable

Three-Way Matching is a critical control mechanism for accounts payable, ensuring that businesses:

• Pay Only for What They Ordered and Received: By aligning POs, GRNs, and invoices, businesses avoid overpayments and fraudulent billing.
• Improve AP Efficiency: Automating the matching process eliminates the manual effort and time required for verification.
• Enhance Financial Accuracy: With discrepancies flagged early, AP teams can resolve issues before payments are processed.
• Ensure Compliance: Accurate records of matched documents ensure adherence to internal controls and regulatory standards.

Scale’s module enables this process by digitizing and integrating POs, GRNs and Invoices, making Three-Way Matching seamless and effective.

Key Benefits of Scale’s PO, GRN and Invoicing Module

1. Automation of Critical Processes: From PO generation to invoice validation, Scale automates repetitive tasks, freeing up time for procurement and AP teams.
2. Real-Time Visibility: The platform provides instant access to the status of POs, GRNs, and invoices, giving businesses a clear picture of their procurement and payment workflows.
3. Error and Fraud Prevention: By ensuring alignment across all three documents, Scale minimizes errors and reduces the risk of fraudulent payments.
4. Scalability Across Businesses: Whether you’re managing a handful of suppliers or handling complex procurement for a large enterprise, Scale adapts to your needs.
5. Streamlined AP Workflows: The integration of POs, GRNs, and invoices into a single platform ensures a smooth flow of information from procurement to payment.

Why Scale is the Best Solution for AP Management

Scale’s ability to enable PO generation, GRN creation and Invoice management in one cohesive system makes it a standout solution for modern businesses. By laying the foundation for Three-Way Matching, Scale provides:

• Control: Businesses can ensure that every payment is verified and accurate.
• Simplicity: The platform’s user-friendly design reduces the complexity of procurement and AP processes.
• Cost Savings: Automation reduces manual effort and errors, saving time and resources.
• Reliability: With real-time updates and integrated workflows, businesses can trust Scale to support their operations seamlessly.

Scale is revolutionizing procurement and accounts payable by providing an integrated solution for PO generation, GRN creation and Invoice management. These foundational processes enable flawless Three-Way Matching, ensuring accuracy, efficiency and compliance in AP workflows.

By choosing Scale, businesses can eliminate inefficiencies, improve financial controls, and focus on growth. Experience the difference with Scale—where procurement meets precision.