![]() This is a huge problem, because if you’re not saving more on the process than you would “just” overpaying a couple of invoices every now and then, matching is going to be a hard sell for your institution. While this makes the value of three-way matching clear, I know many universities process thousands, if not dozens of thousands, of invoices each month, so the idea of going through this process manually for each and every invoice sounds daunting and, perhaps, not cost-effective. For example, if the English department requested (purchase order) five reams of paper at $10/ream, the vendor charged them $50 (invoice), and the English department filed paperwork (receiving report) that their $60 worth of paper arrived, and your university does three-way matching, you know you have to have a serious conversation with someone in the English department. This comparison serves as a buffer against error and overpayment, as it checks to ensure that the three most crucial points in the process run consistently, without alteration. Three-way matching is when, before cutting a check, accounts payable compares the invoice, purchase order (PO) and receiving report associated with the order. They do it because they either don’t know how to address the issues, or they don’t realize the value in three-way matching. Universities that struggle with these problems don’t do things this way because they prefer to overspend on invoices, or any processes. ![]() ![]() ![]() The gridlock they encounter is all too familiar for colleges and universities, costing precious time and money.Īs many higher education institutions have seen the proverbial writing on the wall in the form of decreased funding, they are beginning to look within to find savings and avoid increasing the tuition burden on students and parents, and invoice processing is one place to start. In 2015, several governors moved to decrease public funding of universities.¹ At the same time, a recent IDC study commissioned by Ricoh found that higher education is among several industries that have an opportunity to improve their inter-departmental business process workflows - and maximize their information mobility.² Within this group of organizations, nearly 40% of employees surveyed generally described business process workflows, such as invoice processing, as not being “seamless” across departments. Colleges and universities’ own processes are now under more scrutiny than ever. ![]()
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