Template · Accounting
Three-way PO and invoice match
Compare purchase order quantities and unit prices with goods receipt quantities and billed invoice amounts.
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XLSXCSVODSXMLNumbers| Three-way PO and invoice match | ||||||||||
| Example data — replace the blue input cells with your own. | ||||||||||
| Compare purchase order quantities and unit prices with goods receipt quantities and billed invoice amounts. | ||||||||||
| Populated records | 6 | Prepared capacity used | 10.0% | |||||||
| Total invoice variance (USD) | $506.25 | Peak: Invoice variance (USD) | $450.00 | |||||||
| Average: Invoice variance (USD) | $84.38 | |||||||||
| Active rows bar | ██ | |||||||||
| 60 record rows (6 sample rows shown). Blue cells are inputs; dark cells calculate. | ||||||||||
| PO line | PO qty | Received qty | Billed qty | PO unit price (USD) | Billed unit price (USD) | Qty diff | Receipt value (USD) | Billed value (USD) | Invoice variance (USD) | Scale bar |
| PO-101 / valves | 50 | 48 | 50 | $50.00 | $52.00 | 2 | $2,400.00 | $2,600.00 | $200.00 | █████ |
| PO-102 / gaskets | 100 | 100 | 100 | $8.00 | $8.00 | 0 | $800.00 | $800.00 | $0.00 | · |
| PO-103 / brackets | 30 | 30 | 28 | $25.00 | $25.00 | -2 | $750.00 | $700.00 | -$50.00 | · |
| PO-104 / valves | 75 | 72 | 75 | $75.00 | $78.00 | 3 | $5,400.00 | $5,850.00 | $450.00 | ████████████ |
| PO-106 / gaskets | 80 | 80 | 80 | $6.40 | $6.40 | 0 | $512.00 | $512.00 | $0.00 | · |
| PO-108 / brackets | 38 | 38 | 35 | $31.25 | $31.25 | -3 | $1,187.50 | $1,093.75 | -$93.75 | · |
Showing the first 16 of 72 rows and 11 of 11 columns. Cells with formulas show the formula on hover.
| Three-way PO and invoice match |
| Method, inputs, and limits for this workbook. |
| What it does |
| Compare purchase order quantities and unit prices with goods receipt quantities and billed invoice amounts. |
| How to use it |
| Replace the fictional records in blue cells with your own data. Keep the dark formula cells. Use the units stated in the column headers and keep each record on one row. Read the calculated columns and inspect the results before using them.… |
| Formulas and method |
| Quantity difference equals billed quantity less received quantity. Receipt value multiplies received quantity by the purchase order unit price, and invoice variance compares billed value with receipt value. |
| Assumptions and limits |
| One row represents one purchase order line. Tax, freight, and tolerance thresholds are excluded unless entered as separate lines or checked manually before payment release. |
| Missing numeric inputs |
Showing the first 16 of 72 rows and 4 of 4 columns. Cells with formulas show the formula on hover.
What does this template do?
Compare purchase order quantities and unit prices with goods receipt quantities and billed invoice amounts.
Quantity difference equals billed quantity less received quantity. Receipt value multiplies received quantity by the purchase order unit price, and invoice variance compares billed value with receipt value.
One row represents one purchase order line. Tax, freight, and tolerance thresholds are excluded unless entered as separate lines or checked manually before payment release.
The working tab keeps editable inputs separate from formulas, with 6 populated sample rows, summary KPIs, an in-cell scale bar, and room for 60 records. The Notes tab explains the method and how to extend the range. All example records are fictional and can be replaced. Download a workbook format to retain formulas, or CSV when you need calculated values only.
What’s inside
- Quantity difference equals billed quantity less received quantity. Receipt value multiplies received quantity by the purchase order unit price, and invoice variance compares billed value with receipt value.
- 60 prepared record rows with blank-row guards and in-cell scale bars
- Summary KPI block with peak, average, and capacity tracking
- Blue input cells, typed dates and numbers, and frozen column headers
- Notes with the method, assumptions, and range-extension instructions
Which tabs does the workbook have?
| Tab | What it holds |
|---|---|
| Worksheet | Compare purchase order quantities and unit prices with goods receipt quantities and billed invoice amounts. |
| Notes | How to use the workbook, formula method, assumptions, and file format limits. |
What formulas does this template use?
This template holds 306 formulas in 381 cells across 2 tabs, so 80% of its cells calculate. They use 13 distinct functions; the longest formula is 134 characters.
| Function | Uses | What it does |
|---|---|---|
IF | 604 | one result when a test is true, another when false |
COUNT | 242 | counts numeric cells |
MAX | 182 | largest value |
OR | 120 | true when any test is true |
MIN | 61 | smallest value |
REPT | 61 | repeats text |
ROUND | 61 | rounds to a number of digits |
ISNUMBER | 60 | true for a number |
NOT | 60 | reverses true and false |
COUNTA | 4 | counts non-empty cells |
COUNTIF | 2 | counts cells meeting one condition |
AVERAGE | 1 | mean of numbers |
The 12 most used of 13 functions. Counted from the workbook itself. Only functions that Excel, LibreOffice Calc, Google Sheets and Apple Numbers evaluate the same way are used, so the formulas survive every download format.
How do you use it?
- Replace the fictional records in blue cells with your own data. Keep the dark formula cells.
- Use the units stated in the column headers and keep each record on one row.
- Read the calculated columns and inspect the results before using them. Clear unused input rows; keep their formulas.
- The prepared range holds 60 records in rows 11–70. Extend formulas and summary ranges together if you add more rows.
What is it good for?
- Compare purchase order quantities and unit prices with goods receipt quantities and billed invoice amounts
- Replacing the labeled fictional records with your own figures
- Checking a calculation before adapting it to a larger workbook
Questions about this sheet
How is the result calculated?
Quantity difference equals billed quantity less received quantity. Receipt value multiplies received quantity by the purchase order unit price, and invoice variance compares billed value with receipt value.
What assumptions should I check?
One row represents one purchase order line. Tax, freight, and tolerance thresholds are excluded unless entered as separate lines or checked manually before payment release.
Can I add more than 60 records?
Yes. Copy the formula columns into new rows and extend every summary range to include them. Keep inputs and formulas in their original columns.
Are the example records real?
No. All example data is fictional and intended to demonstrate the formulas. Replace it before using the workbook for your own work.