Supplier invoice matching and validation

Purpose

1.1. Automate the matching of supplier invoices with purchase orders and goods receipts for pharmacy inventory, ensuring increased accuracy and significant time savings.
1.2. Automatedly validate invoice line items against received stock and contract terms to prevent overbilling, error, or fraud.
1.3. Automate exception handling for mismatches and enable continuous monitoring for compliance in pharmacy retail procurement cycles.
1.4. Automate reconciliation workflows between inventory records, accounts payable, and suppliers’ electronic invoices for improved traceability.
1.5. Generate automated alerts and route exceptions to pharmacy managers for timely resolution in the inventory management process.

Trigger Conditions

2.1. Automated receiving of digital supplier invoices via email, EDI, or direct upload to the retail pharmacy’s document system.
2.2. Automated detection of matching or mismatched entries among purchase orders, supplier invoices, and goods receipt notes within inventory or financial software.
2.3. Automated scheduled checks (e.g., hourly, daily) of new inventory receipts matched to purchase orders in the retail pharmacy system.
2.4. Automated user-initiated invoice upload by accounts payable or procurement pharmacist staff.

Platform Variants

3.1. SAP S/4HANA
• Feature/Setting: Use "Automated Invoice Matching" in the SAP MM module, configure 3-way match rule in customization.
3.2. Oracle Fusion Cloud ERP
• Feature/Setting: Enable Invoice Automation in Procurement, link to Supplier Portal API.
3.3. Microsoft Dynamics 365 Finance
• Feature/Setting: Automate vendor invoice matching under Accounts Payable; configure Workflow Automator for discrepancy notifications.
3.4. Netsuite
• Feature/Setting: Activate "Automated Vendor Bills Matching" and use SuiteScript to validate invoices programmatically.
3.5. Coupa
• Feature/Setting: Set up InvoiceSmash API for automated supplier invoice ingestion and matching rules.
3.6. Zoho Books
• Feature/Setting: Automator for Bills module, configure webhook on bill creation to trigger validation script.
3.7. QuickBooks Online
• Feature/Setting: Automate bill entry from email, use Apps tab connectors for invoice validation.
3.8. Medius
• Feature/Setting: Enable AP Automation Flow, activate Invoice Matching engine in MediusFlow.
3.9. Basware
• Feature/Setting: Switch on Invoice Automation, configure matching logic parameters under procurement settings.
3.10. Xero
• Feature/Setting: Enable Bills Automator, integrate with document capture app for upload and validation.
3.11. Tipalti
• Feature/Setting: Use the Automated Invoice Capture API, configure supplier portal for invoice upload and matching.
3.12. Kissflow
• Feature/Setting: Automate AP Matching Workflow, set validation rules with invoice form builder.
3.13. Yooz
• Feature/Setting: Turn on Automated Invoice Matching, set parameters under document type configuration.
3.14. SAP Concur
• Feature/Setting: Enable Invoice Management Module for automated invoice entry and matching.
3.15. Kyriba
• Feature/Setting: AP Automation module, activate matching and reconciliation rules in workflow builder.
3.16. Stampli
• Feature/Setting: Automated Invoice Processing, integrate purchase order and AP email parsing.
3.17. OnBase by Hyland
• Feature/Setting: Intelligent Capture for AP, define matching and validation rules in Workflow Designer.
3.18. DocuWare
• Feature/Setting: Automated Invoice Processing, configure indexing and validation against master data.
3.19. Esker
• Feature/Setting: AP Automation Suite, enable matching engine and set parameters for pharmacy receipts.
3.20. Infor CloudSuite
• Feature/Setting: Enable Invoice Matching Logic, set automated AP rules for healthcare retail modules.

Benefits

4.1. Automated reduction in manual effort spent by pharmacy staff on invoice validation and reconciliation.
4.2. Automates compliance with healthcare retail procurement controls and regulations.
4.3. Minimizes supplier fraud or duplicate payments through real-time automated matching.
4.4. Accelerates pharmacy inventory cycles and improves accounts payable turnaround time through automation.
4.5. Supports scalable, high-volume pharmacy operations by handling large invoice volumes automatedly and consistently.