Supplier Invoice Import & 3-Way Matching

Import supplier invoices from PDF, automatically match them against purchase orders, detect discrepancies, and update prices — all from one screen.

Overview

Stogly's 3-way matching system helps you:

• Import supplier invoices from PDF files or create them manually
• Automatically match invoice items against purchase orders
• Detect quantity and price discrepancies per item
• Update supplier prices and product cost prices with one click
• Create retroactive purchase orders when orders were placed by phone

Importing a Supplier Invoice from PDF

Step 1: Open the Invoice Import

1. Navigate to Procurement > Supplier Invoices
2. Click + New Invoice
3. Click Import PDF at the top of the modal

Step 2: Upload Your PDF

1. Click the upload area or drag-and-drop your supplier's PDF invoice
2. The system automatically extracts:
   - Supplier name — matched against your supplier database
   - Invoice number — from the document header
   - Invoice date & due date
   - Line items — product names, quantities, unit prices, totals

Step 3: Review Parsed Items

The system uses a smart matching algorithm to link invoice items to your products:

1. Exact match via supplier SKU — if the PDF contains a SKU that matches your supplier price list
2. Near-exact match via supplier product name — high-confidence fuzzy matching against supplier price list mappings
3. Fuzzy match via supplier product name — lower threshold for partial matches
4. Fallback to internal product name — matches against your own product catalog

Each matched item shows:

• Your internal product name and SKU in the dropdown
• The supplier's product name and SKU below (in teal text)
• Quantity, unit price, and total

Step 4: Verify and Save

1. Review all matched products — correct any mismatches using the dropdown
2. Unmatched items appear with an empty dropdown — select the correct product manually
3. Click Save Invoice

Matching Invoices Against Purchase Orders

Auto-Match

1. From the Supplier Invoices list, find your invoice
2. Click the blue Auto Match button (link icon)
3. The system searches for purchase orders from the same supplier with status "Received" or "Completed"
4. Results appear in the Match Details modal

Understanding Match Results

Each PO match shows a status badge:

Per-Item Variance Breakdown

When a match has discrepancies, click to expand the per-item variance table:

Color coding:

• Green ✓ — item matches perfectly
• Yellow — quantity or price mismatch (with exact difference shown)
• Blue "Invoice only" — item is on the invoice but not on the PO
• Purple "PO only" — item is on the PO but not on the invoice

Giving a Line Its Product

An invoice line that has no product cannot be matched with a purchase order. In the Match Details modal, under Invoice Items, such a line carries the Needs Mapping badge next to what the supplier wrote. Either:

• click Choose a product and search by name, SKU or barcode, or
• click Create product to add it to your catalogue as a product or an ingredient.

The line is linked, and an invoice that is not yet approved or disputed is matched again by itself (otherwise click Re-match). The supplier's code and name for that product are remembered, so the next invoice and the next price list from that supplier match without you. A paid invoice can no longer be changed.

Update Price Button

When a price mismatch is detected, an "Update Price" button appears next to the item. Clicking it:

1. Updates the supplier's base price in the supplier price list with the invoice price (quantity prices stay as they are)
2. Updates the product cost price with the new price
3. Triggers price change alerts if the change exceeds your threshold

Re-matching

If you've updated a purchase order or received new information:

1. Open the Match Details modal
2. Click the Re-match button (next to "PO Matches" header)
3. The system clears old matches and re-runs the matching algorithm

Items Ordered in Packs

An item ordered from Stogly Marketplace in packs and kept on stock in another unit (4 cartons, 12 pieces each) is compared in the product's own unit, whichever way the invoice is written:

• an invoice for 48 pieces at 200.00 and one for 4 cartons at 2,400.00 both match the order;
• quantities and prices in the row carry the unit (48 pcs, 200.00 per pc), with a note such as "Ordered in packs: 1 carton = 12 pcs" and, when the invoice counts packs, "On the invoice: 4 carton × 2,400.00";
• the button reads Update price per pc to 200.00 and writes the price per piece — the unit the product is costed in.

If the price changed a lot, check the "On the invoice" note to see how the line was read.

Creating a PO from an Invoice

If a purchase order was placed by phone/WhatsApp and not recorded in the system:

1. Open the Match Details modal for the invoice
2. Click "Create PO from Invoice"
3. Select the destination Warehouse or Location
4. Review the pre-filled items (from the invoice)
5. Assign products to any unmatched items
6. Click Create PO
7. The system creates the PO, marks it as "Received", and automatically matches it

Approving or Disputing an Invoice

After reviewing matches:

• Approve — confirms the invoice is correct and ready for payment
• Dispute — flags the invoice for review (add notes explaining the issue)
• Mark as Paid — records payment completion

Tips

• Set up supplier price lists first — this dramatically improves PDF parsing accuracy
• Use supplier product names and SKUs — the more mapping data you provide, the better the auto-matching
• Re-match after creating POs — if you create a retroactive PO, re-run the match to link it
• Check the notification bell — price changes from "Update Price" trigger alerts if they're significant

Need help? Contact support at support@stogly.com