Video Tutorial
Creating a new match
Go to Procurement and select the 3-Way Match view
Click the green + New Match button on the right of the screen
Select your purchase order
Upload your invoice
Choose your third document — either the receipt of goods already recorded in Ply against that PO, or upload a supplier packing slip
Hit Continue to confirm
Give it a few moments to process. Once it's done, you can start reviewing.
What gets flagged for review
If you have the auto-approval process set up with tolerance thresholds, matches that fall within those tolerances are approved automatically. Only matches that exceed your thresholds get flagged for review.
💡 Without auto-approval configured, you'll need to manually review every 3-Way Match.
The review list
Each flagged match shows you:
The purchase order
The supplier
The invoice number
What the discrepancy is (for example, invoice price greater than PO price)
The size of the discrepancy and how it compares to your tolerance
Creation date
Clicking the dropdown gives you a quick preview of the warning.
In the preview, each line item shows the PO quantity and price against the invoice quantity and price, plus the receipt quantity, so you can see at a glance whether the issue is pricing, quantity, or both.
Reviewing a match in detail
Click the green Review button to open the full view. You'll get:
A detailed overview of the match and a price summary, with price discrepancies highlighted in red where the invoice exceeds the PO
An AI summary with suggested tips on how to proceed with each discrepancy
A Matched Items screen listing every line item
A Documents tab where you can reopen and view all the uploaded documents
An Activities tab with a timestamped log of everything that's happened on this match
Handling a pricing discrepancy
For a line item where the invoice price is higher than the PO price:
Click the three dots on that line item
Select Flag exception and choose Price
Add a note if you'd like
Confirm
The line item is now marked as an exception.
💡 You can flag multiple exception types on the same line item if needed.
Handling a receipt discrepancy
If the PO and invoice match but the receipt quantity is off, that's usually worth a quick check with your warehouse.
Once you've confirmed the correct quantity:
Click the three dots on that line item
Select Update match item
Enter the corrected quantity and save
The line item will now show as a match.
Accepting the match
When you're ready, you have two options:
Accept with current statuses: keeps any exception flags in place. Use this when you want the discrepancy to count toward that supplier's scorecard.
Mark all as approved: approves the discrepancies outright. Keep in mind this signals you're accepting the price change rather than pushing back on it.
Updating material prices
If you've confirmed with your supplier that a price increase is legitimate, toggle on Update material prices. This updates the price for that line item in your catalog, so the new price is logged for future orders.
Once you're happy with everything, click Accept match.
After acceptance
The match is now accepted. You can click into the Activity log to see every action taken and drill into the individual transactions.
Back on the main 3-Way Match screen, the match will show as accepted.
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