Purchasing that catches the bill you already paid.
Three-way matching is the control that stops duplicate payments, and it is missing from almost everything at this price. Here the purchase order, the goods receipt and the vendor bill are matched on quantity and value within a tolerance you set, and a bill that does not match cannot be posted without an explicit, audited override.
| Order | Supplier | Received | Billed | Value |
|---|---|---|---|---|
| PO-2026-0311 | Meridian Components | Complete | Matched | 24,800.00 |
| PO-2026-0312 | Falkirk Steel | Partial 60% | Awaiting | 58,400.00 |
| PO-2026-0313 | Delta Fasteners | Complete | Price variance | 3,940.00 |
| PO-2026-0314 | Orbit Packaging | Not received | Awaiting | 11,220.00 |
| PO-2026-0315 | Meridian Components | Complete | Matched | 9,150.00 |
The parts you will use daily.
Purchase orders
Multi-currency, with taxes, delivery schedules per line, and partial receipt and partial billing tracked separately.
Requests for quotation
Send one RFQ to several suppliers, capture their quotations, compare them side by side and convert the winner to an order.
Goods receipts
Receive against an order in full or in part, with accepted and rejected quantities, batch and serial capture and a quality inspection hook.
Three-way match
Order against receipt against bill, on quantity and price, with a tolerance you configure and a block when it fails.
Supplier scorecard
On-time delivery, quality rejection rate, price variance and responsiveness, scored automatically from your own history.
Auto-replenishment
Reorder rules raise draft purchase orders against the preferred supplier, grouped so you send one order per vendor.
| Capability | Detail |
|---|---|
| Supplier record | Shares the party model with customers, so one firm can be both |
| Terms | Per supplier payment terms, currency, tax rule and default accounts |
| Tolerance | Separate quantity and price tolerances, absolute or percentage |
| Dropship | Ship direct from supplier to customer, linked to the sales order |
| Subcontracting | Issue components to a subcontractor and receive finished goods back |
| Reports | Spend by supplier and item, pending receipts, pending bills, price trend |
The controls a growing business discovers it needed.
The moment a business has more than one person able to buy things, it needs approval thresholds, a record of who ordered what, and a check that the invoice matches what actually arrived. Those are not enterprise features. They are the difference between a supplier overcharging you once and a supplier overcharging you every month for two years.
- Approval matrix by value, so orders over a threshold need a second signature
- Blanket and standing orders drawn down over a period
- Landed costs applied to a receipt and pushed into item valuation
- Debit notes and supplier credits, posted properly rather than as a negative bill
About this module.
What exactly does three-way matching compare?
Quantity billed against quantity received, and unit price billed against unit price ordered. Both are checked against a tolerance you configure, separately, as an absolute amount or a percentage. A bill inside tolerance posts normally. A bill outside it is held with the specific variance shown, and releasing it requires a permission and writes an audit entry.
Can I buy without a purchase order?
Yes. You can enter a vendor bill directly for the things nobody raises an order for, such as utilities and subscriptions. Matching only applies where an order exists. You can also make orders mandatory above a value threshold, which is a common control once a team grows.
Does receiving stock update the accounts immediately?
Yes, when perpetual inventory is on, which is the default for stocked items. The receipt debits inventory and credits goods received not invoiced. Posting the vendor bill clears that account and credits payables. The balance in goods received not invoiced is therefore always the stock you have but have not yet been billed for, which is a number auditors ask about.
Is there a supplier portal?
Suppliers can receive orders by email as a PDF and respond to requests for quotation through a public link, with no account needed. A full supplier login portal is on the roadmap rather than in the product today, and the roadmap page says when.
What this module talks to.
Nothing here is a separate product with an integration between it and the rest. These four share the same records.
Manufacturing
Bills of materials, work orders and real WIP accounting.
OpenHR and payroll
Attendance, leave, payslips and one balanced payroll journal.
OpenPoint of sale
A till that keeps selling offline and syncs to stock and books.
OpenOnline store
A storefront wired to live stock and your price lists.
OpenTry it with your own data.
Fourteen days, the complete suite, unlimited users, on your own hosting. No card required.