Airwallex supports both 2-way and 3-way matching. Admins can further specify how to handle exceptions when bill amounts exceed the ordered or received amounts. To manage your settings, go to Purchase Orders, then Settings.
Setting up 2-way matching
2-way matching rules compare bills against purchase orders (POs) to avoid overpayments.
- Block submission if bill total exceeds purchase order: If this is ON, a bill cannot be submitted if its total amount is greater than the selected PO. If this is OFF, Airwallex will flag the discrepancy, but the user can still submit the bill for approval.
- Block submission if any bill line item exceeds purchase order: If this is ON, every line item amount on a bill must match its corresponding PO line item before the bill can be submitted. If this is OFF, Airwallex will flag the discrepancy, but the user can still submit the bill for approval.
- Tolerance limits: To allow flexibility, users can submit a bill if its total and line items do not exceed the PO by more than the threshold. Airwallex will flag the discrepancy, but the user can still submit the bill for approval.
For recurring POs, Airwallex matches amounts on a per-period basis. For example, if a PO is approved for $500 per month, the bills for that month must not exceed $500 in total.
Note that Airwallex compares bill amounts against PO amounts on a tax-exclusive basis (before taxes are applied).
Setting up 3-way matching
3-way matching rules compare bills against goods receipts to avoid overpayments.
- Track receipt of purchase order line items to support 3-way matching: Toggle this ON to display goods receipts for POs. This allows goods receipts to be created against POs and used for 3-way matching.
- Block goods receipt creation if it exceeds purchase order: If this is ON, goods receipts cannot be created if it causes the total received amount or quantity to exceed what was ordered.
- Block bill submission if it exceeds what was received: If this is ON, users cannot submit a bill if any bill line item amount or quantity exceeds what was received for that PO line item. If this is OFF, Airwallex will flag the discrepancy, but the user can still submit the bill for approval.
- Tolerance limits: To allow flexibility, users can create a goods receipt or submit a bill if they do not exceed by more than the threshold.