TriMatch accounts payable
A practical AP walkthrough for matching several deliveries and invoices to one purchase order, without paying for goods not received.
Keep the original ordered quantity, accepted receipts to date and billed quantity to date for each PO line. A packing slip records a delivery; it is not a supplier invoice, and a rejected unit is not an accepted receipt.
For a five-unit order, record the first accepted unit and its date before matching the first one-unit bill. The four units still to receive must remain open. Record later deliveries against the same PO line rather than replacing the original order quantity.
When another two units arrive and are billed, the cumulative received and billed quantities become three, with two still to receive. Check unit price, tax, freight and duplicate identifiers as separate controls. If a bill exceeds accepted receipts, ask the receiver to confirm or correct the delivery record before approving.
Do not delete unrelated PO lines merely to make an invoice total agree. Preserve the source invoice, receipts, reviewer decision and any supplier credit. Where an accounting connector is involved, verify the resulting bill and remaining PO quantities in the accounting system during onboarding; a TriMatch match alone is not proof of that synchronization.
Use fictional records first: five assemblies at $100 each, deliveries of one then two units, and a third invoice requesting three more before delivery. The table below shows why the third bill needs review. No customer accuracy or savings claim is implied.
Fictional worked example
A US distributor orders five pump assemblies at $100 each. These quantities illustrate the review logic; tax and freight are excluded.
| Step | Received to date | Billed to date | PO quantity not yet received |
|---|---|---|---|
| PO issued | 0 | 0 | 5 |
| Delivery and invoice 1: one assembly | 1 | 1 | 4 |
| Delivery and invoice 2: two assemblies | 3 | 3 | 2 |
| Invoice 3 asks for three more, before delivery | 3 | 6 requested | 2 |
The first two invoices total $300 and agree with recorded receipts. The third invoice needs review: nothing further has been received, and paying it would also exceed the five-unit PO. Confirm receiving and resolve the billed quantity before approval. Matching here does not prove QuickBooks PO balances have been updated; validate that separately in onboarding.
For US wholesale, distribution and manufacturing teams using purchase orders and receiving records. Start with a fictional-data walkthrough; do not email invoices, bank details or tax IDs.
Ask about your invoice volume, partial deliveries and accounting setup. Connector and deployment acceptance are part of onboarding.
Standard trial: 14 days; card required; charged afterward unless cancelled. See pricing and trial details.