Matching supplier invoices to signed delivery tickets
A three way match is harder in the field than in an office. The purchase order sits in Sage 300 CRE and the signed delivery ticket got photographed at the gate on a phone. The supplier invoice turns up weeks later carrying freight and a unit price that is not the quoted one. Material dropped at one job gets coded to another because the ship to address on the invoice reads as the office. Returns are the quiet loss, where pipe went back on the truck and the credit never showed on the statement.
The estimate, the project system and the accounting system each hold a cost code structure, and the mapping between them lives in a spreadsheet maintained by one person.
A project generates a paper chain where each hop is a re-keying. A field condition becomes a time and materials tag, then a potential change order, then a priced request, then an executed change order, then a budget revision, then a line on the next payment application. Every hop is a place the amount can quietly diverge.
- Sage 300 CRE
- CompanyCam
- Excel
When this is the wrong thing to build
Pick something else if you buy on open account with no purchase orders, since nothing exists to match against. It is also wrong where a supplier already sends priced electronic invoices carrying your job number, because the exceptions are then few enough to read as they arrive.
The constraint that shapes it
Lien deadlines are statutory, vary by state and by role, and run from a furnishing date rather than from an invoice date. More on how this sector works.
Two sources of truth. One queue of the rows that do not line up. Read what this shape is, or start from one of these.
- Rebuilding an annual operating expense reconciliation from the lease
- Reconciling a broker trust account three ways every month
- Matching a closed transaction back to the lead that produced it
- Collapsing two overlapping MLS feeds into one property list
- Widening a conflicts search past exact spelling
- Rebuilding a billable day from the trail the systems already keep
- How do I match supplier invoices to signed delivery tickets?
- Why does material delivered to one job get coded to another?
- How do I catch freight added after the purchase order?
- How do I find return credits a supplier never issued?
Back to construction and contracting, or see how this is priced and scoped.