When a vendor invoice does not match the purchase order, the payment cannot be authorized until the variance is explained and approved or the invoice is corrected. The resolution path depends on the type and size of the variance. A price variance where the invoice reflects a higher price than the PO requires either a corrected invoice from the vendor or a change order to the PO before payment can proceed. A quantity variance requires confirmation from the receiving team that the additional items were actually delivered or a credit note from the vendor for the overcharge.
The Resolution Workflow
The AI identifies the specific variance — invoice price $33,600 vs. PO price $31,200, a $2,400 or 7.7 percent discrepancy — and routes the discrepancy to the procurement manager with three documents attached: the original PO, the goods receipt, and the vendor invoice. The procurement manager reviews the three documents and makes one of three decisions: approve the overage (with a documented reason), request a corrected invoice from the vendor, or dispute the charge.
The Accounts Payable 3-Way Match AI Agent handles the identification, documentation, and routing steps automatically — presenting the approver with everything needed to make the resolution decision without manual research.