Playbooks/ Última actualización: 2026-10-29

Playbook: paid for goods that never arrived

The situation

ElectroParts KR sends bill EP-7731 for $2,390.40 against purchase order PO-2026-0003. It looks routine and goes into the payment run. But 80 batteries were ordered and 80 were received, while the bill charges for 90, and one line is priced higher than agreed. Pay it as it is and you pay for goods you never got.

The same problem hides in bills with no purchase order at all: nobody approved the purchase, so nobody can say what should have been received.

Before you start

Bills come from Supplier invoices (entered by hand, imported or parsed from PDF). Linking a bill to its purchase order is what makes the check possible.
Price tolerances follow the store's matching settings.

Step 1 — See the bills with issues

Open Finance → 3-way match.

3-way match: bills checked against their purchase order and goods receipt

What you see: Bills with issues (8) in the demo, each with supplier, purchase order, total and the issues found:

EP-7731, ElectroParts KR, PO-2026-0003, $2,390.40: *Billed more than received* and *Price differs*.
Seven bills with No purchase order, including UF-PAY-2026-0042 from MetalCo GmbH for $22,600.00.

Step 2 — Open the bill and see the chain

Choose EP-7731. The Linked documents tab shows the chain: PO-2026-0003 → receipt RCV-2026-0001 (24 Sep 2026) → this bill.

The bill against its order and receipt: 90 billed for 80 received, and a price above the order

What you see, line by line:

|---|---|---|---|---|---|

| Li-Ion Battery 3000mAh | 80 | 80 | 90 | 9.20 | Billed more than received |

| PCB Mainboard Rev3 | 60 | 60 | 60 | 18.50 → 19.40 (+4.86 %) | Price differs |

Bill lines are matched to order lines by item, then by code, then by name.

What to do: ask the supplier for a credit note for the 10 extra batteries and for the agreed PCB price, or record a partial approval. For the bills with no purchase order, find who ordered the goods and create the order, or reject the bill.

Step 3 — Match payments without booking them blindly

Choose Payment suggestions.

Payment suggestions: bank lines paired with the invoices they most likely pay

What you see: each bank line with the invoice it most likely pays and why: by payment reference, by an invoice number written in the text, by the exact open amount, by two or three invoices of one partner that add up to it, or by the payer's name for a part payment.

−$14,800.00 to ElectroParts KR on 17 Oct: matches UF-PAY-2026-0041 by invoice number, amount and payer, 94 %.

$346.80 from J. Schmidt: matches IZL-2026-0004 by exact amount and name, 79 %.

Nothing is booked until you click Book. A bill that failed the 3-way match should be fixed before its payment is booked.

After

Once the credit note is posted, EP-7731 matches its receipt and leaves the list. Bills with no purchase order leave it once the order is created and linked.

What you have at the end

Every supplier bill checked against what was ordered and what arrived.
The exact line, quantity and price that does not match.
Payments booked only against bills that hold up.

Screenshots come from the Otiox demo workspace. Choose Switch to demo in the sidebar to follow along; changes there never touch live data.