Supplier invoices and matching
Overview
Supplier invoices are recorded against their purchase orders line by line. Before anything is approved for payment, Arthiva runs the match: invoice vs. what was ordered (price) and what was received (quantity) — the classic three-way match, done for you on every line.
Charges are matched too
Freight, tax, and duty lines are matched against what the supplier quoted during sourcing. A supplier who quoted $200 freight and invoices $650 gets flagged just as loudly as a unit-price hike — charges are where quiet overbilling usually hides.
Variances and credit memos
Each line's match result is visible on the invoice: matched clean, price variance, quantity variance, or missing receipt. Variances are resolved explicitly — accept with a reason, dispute with the supplier, or apply a credit memo when the supplier concedes. Credit memos are tracked and applied against invoices so the net position stays honest.
Payments and the budget
Recorded payments close the loop on the invoice. Throughout, the budget has been tracking the same story — committed on issue, spend on receipt — so finance's numbers and payables' numbers are the same numbers. See The budget ledger.
Related guides
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