Efficient management of accounts payable is crucial for the financial health of any organisation. One widely adopted practice in the field of accounting is the implementation of a process called “3 Way Matching” in accounts payable. This process involves comparing three key documents—purchase orders, receiving reports, and supplier invoices—to ensure accuracy and prevent discrepancies in the payment process. By matching these three elements, businesses can reduce the risk of errors and identify potential fraud. As well as maintaining better control over their financial operations.
Poll results
In our most recent LinkedIn poll, we asked our social media followers if they use 3-way matching in their accounts payable process?
3 Way Matching in Accounts Payable: What we found
Yes, always – 71%
71% of respondents answered “Yes, always” when asked if they use 3-way matching in their accounts payable process.
There are several reasons why organisations choose to implement 3-way matching as a standard practice in their accounts payable procedures.
One significant advantage of 3-way matching is its ability to ensure accuracy and minimise errors in the payment process. By comparing the purchase order, receiving report, and supplier invoice, discrepancies or inconsistencies can be quickly identified and resolved before payment is made. This helps prevent overpayment, duplicate payments, and other costly errors that can negatively impact an organisation’s finances.
Additionally, many organisations prioritise efficiency and process optimisation, and 3-way matching aligns well with these goals. By automating the matching process using accounting software or enterprise resource planning (ERP) systems, organisations can streamline accounts payable operations. They can also reduce manual effort and minimise the risk of human error. This efficiency not only saves time but also allows accounts payable staff to focus on more value-added tasks. For example, vendor management and strategic financial analysis.
Yes, often – 21%
A smaller percentage (21%) of respondents indicated they use 3-way matching in their accounts payable often rather than always. This still demonstrates a significant recognition of the value it provides. There are a few reasons why organisations might opt for frequent use of 3-way matching in accounts payable procedures.
Organisations that responded with “Yes, often” may have a larger volume of transactions or a more complex accounts payable process. In such cases, conducting 3-way matching frequently becomes a necessary practice to ensure accuracy and prevent errors. By consistently comparing purchase orders, receiving reports, and supplier invoices, they can maintain tighter control over their financial operations and minimise the risk of payment errors.
Organisations that regularly use 3-way matching may place a high emphasis on financial risk management and compliance. By conducting frequent matches, they can stay proactive in identifying any potential discrepancies, irregularities, or fraudulent activities. This approach allows them to promptly resolve any issues and maintain the integrity of their accounts payable process, ensuring compliance with internal controls and regulatory requirements.
No – 7%
While the majority of respondents in the poll indicated that they use 3-way matching in their accounts payable process, a small percentage (7%) responded with “No.” Several factors may contribute to this response, leading organisations to opt-out of implementing 3-way matching in their accounts payable procedures.
One possible reason for not using 3-way matching is the nature of their business operations. Certain industries or organisations may have simplified supply chains or a lower volume of transactions. This could make the extensive matching process of purchase orders, receiving reports, and supplier invoices less necessary. In such cases, the additional time and resources required for 3-way matching may outweigh the benefits it offers, leading organisations to adopt alternative methods of ensuring accuracy in their accounts payable process.
Additionally, some organisations may rely on alternative controls and measures to maintain accuracy and minimise errors in their accounts payable procedures. They might have robust internal controls, well-established relationships with trusted suppliers, or other mechanisms in place that adequately mitigate the risk of payment discrepancies. Consequently, these organisations may not see the immediate need for implementing 3-way matching as an additional layer of control.
Learn more about B2BE’s 3 Way Matching solution.
More information
B2BE’s experience in the supply chain sector allows our customers to build, expand and adapt successfully, enabling greater effectiveness. To engage with B2BE and offer feedback on what matters most to you and your business, make sure to follow us on LinkedIn and across social media. You can also vote in our latest LinkedIn poll. If you’d like to discuss your future supply chain strategy, get in touch with us.