The Delivery Notes and 3 Way Match features have been implemented to improve the tracking and management of orders within Spendesk. They allow you to track the delivery status of orders more accurately and ensure better consistency between orders, deliveries, and invoices. Ensuring that each invoice is correctly validated against the purchase order and delivery before processing or payment.
1. Delivery Notes Feature
What are Delivery Notes?
The Delivery Notes feature allows requesters of Purchase Orders (PO) to indicate whether a delivery is expected when making the request. This information can be modified later if needed.
Tracking Deliveries on a PO
Once the order is created, any user with access to the PO can update the status of the goods or services that have been received. This tracking enables an accurate overview of the delivery status of a PO.
The different scenarios are as follows:
If the PO contains line items: The user can indicate the quantities received for each line item.
If the PO does not contain line items: The user can indicate a delivery amount against the total of the PO.
Delivery Statuses
The delivery status of an order can be marked with one of the following statuses:
Delivery not expected: This status applies if delivery has been marked as not expected when the PO was created (or retroactively).
Not delivered: This status applies if no delivery note has been attached to the PO
Partially delivered: This status indicates that part of the line items or of the total amount has been delivered.
Fully delivered: This status means that the entire order has been delivered.
Currently, it is not possible to mark a PO as "overdelivered" (delivered beyond the initial order).
2. 3 Way Match Feature
Introduction to 3 Way Match
The 3 Way Match is a process that compares three key documents in order management:
The Purchase Order (PO): The initial order placed.
The Delivery Note: The tracking of the delivery showing received goods or services.
The Invoice: The billing document issued by the supplier.
The goal of this process is to ensure that the invoice corresponds to the order and the delivery.
Review of invoices by Finance
As part of the 3 Way Match, a new alert appears during the review of invoices related to a PO in the invoice review interface. This alert includes:
An informative message highlighting any issues or discrepancies between the PO, delivery, and invoice.
A call to action allowing you to open a detailed modal window if the PO contains line items. This provides quick access to additional information to resolve any potential discrepancies.
Benefits of 3 Way Match
This feature provides enhanced control for finance teams, ensuring that each invoice is correctly validated against the purchase order and delivery before processing or payment.