Resolve a Mismatched Invoice

Who can use this?

Available to the Procurement Buyer assigned to the PO, plus Procurement Admin and Admin. Finance users can view match details but cannot take resolution actions.

Finding the Mismatch Invoice

Receive the email notification

When a supplier invoice fails three-way match, ProcureFlow automatically sends an email to the buyer assigned on the purchase order.

The email includes:

The mismatch reason.
The invoice details.
A direct link to the invoice in the system.

Entry point: Click the Review the mismatched invoice link in the email to go directly to the filtered invoices list.

Mismatch notification email — Step 1: Email notification sent to the PO buyer when a mismatch is detected

Find the invoice in the Pending Resolution list

Open the mismatched invoice:

Navigate to Orders & Invoices > Invoices.
Filter by Status: Pending Resolution. Any invoice flagged as mismatched and awaiting your action appears here.
In the 3 Way Match column, click Resolve Mismatch to open the match review drawer.

Tip: The email link takes you directly to this filtered view, so you can skip the manual filter step.

Step 2: Invoice list filtered to Pending Resolution, showing the Resolve Mismatch link

Reviewing the Mismatch

Review the match details in the drawer

The Resolve Mismatch drawer opens with a side-by-side comparison of the Purchase Order, Goods Receipt, and Vendor Invoice.

Two sections make up the comparison:

Header Details: order amounts, dates, and payment terms across all three documents.
Line Items Details: each line with PO quantity, GR quantity, invoice quantity, PO price, and invoice price, so you can spot exactly where the figures diverge.

The right pane shows the Match Summary PDF, which includes the approval chain history.

Switch between the PO, goods receipt, and invoice PDFs using the Documents list below the line items.

Note: The mismatch reason entered by the finance verifier is shown in the footer bar at the bottom of the drawer (e.g. "wrong").

Resolve Mismatch drawer showing header and line item comparison — Step 3: Match drawer: header comparison, line items table, Match Summary PDF, and resolution footer

Resolution Options

Route A: Re-submit for approval

Use this route when the PO has already been revised or the original mismatch reason no longer applies.

Click Re-submit for approval in the footer. No confirmation dialog appears: the invoice is immediately sent back through a fresh match approval cycle and the drawer closes.

After you re-submit:

The invoice status changes from Pending Resolution to Pending Approval.
The 3 Way Match column updates to View Approvals.
Relevant approvers are notified automatically.

Tip: If the PO needs to be updated first (e.g. quantities or prices were wrong on the order), click Revise purchase order to open the PO in a new tab, make your changes, then return and re-submit.

Invoice list after re-submit for approval — Route A: After re-submitting, the invoice status changes to Pending Approval and approvers are notified

Route B: Return to supplier

Use this route when the invoice itself is incorrect and the supplier needs to re-issue it.

Click Return to supplier in the footer. A dialog appears asking you to explain why the invoice is being returned.
Fill in the reason.
Click Confirm return.

The invoice is voided and the supplier will need to submit a corrected invoice.

Irreversible: Confirming a return voids the invoice permanently. The supplier must raise a new invoice against the same PO.

Return Invoice to Supplier dialog — Route B: Return to Supplier dialog: enter the reason and confirm to void the invoice

Route C: Edit invoice details

Use this route when the invoice figures were captured incorrectly in the system and can be corrected without involving the supplier.

Click Edit invoice details in the footer. A dialog opens pre-filled with the current invoice details:

Invoice number
Date
Total amount
Currency
Each line item's quantity and unit price

Then make your corrections:

Correct the relevant fields.
Enter a reason for the correction.
Click Save and re-submit.

The invoice is updated and immediately re-sent for match approval in one step.

Note: A reason is required. This is recorded in the audit trail so approvers can see what was corrected and why.

Route C: Edit Invoice Details dialog: correct header fields and line item figures, then save and re-submit

Resolve a Mismatched Invoice

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