Overview
3-way match allows you to match bills in Ramp Bill Pay with purchase orders and item receipts. This allows you to get ultimate control over your AP process and ensure that you're not paying for goods that weren't received.
Jump to:
- How it works
- The 3 Different Ways to 3-Way match in Ramp:
- Use cases and examples
- FAQs
How 3-way Match works
Receiving
There are three different ways to 3-way match in Ramp, outlined below. All Ramp customers can create item receipts in Ramp to match against Ramp POs and bills once 3WM is enabled. Customers using NetSuite can also import POs and item receipts from NetSuite to 3-way match against bills in Ramp.
Once an item receipt is attached to a Purchase order in Ramp, you will see this "Receiving" table with the PO's Receiving status.
Receiving statuses:
- Not received: No item receipt exists for the PO
- Partially received: There are item receipt(s) for the PO but not every line item has been fully received yet
- Note: You can only configure the quantity for Inventory line items (line items with the Inventory Item accounting fields coded) and must be using NetSuite or QBO. Otherwise, the line item type will be treated as an Expense line item which can only be marked as Received or Not Received.
- Fully received: There are item receipt(s) for the PO and every line item has been fully received
3-way matched bills
Once a bill is matched to a PO with an item receipt(s), you will see the receiving status directly on the bill's line items. If the billed units have been received, you'll see a green alert giving you peace of mind:
How to 3-way Match with Ramp bills, NetSuite POs, and NetSuite Item Receipts
With 3-way match enabled, once you match a bill to an imported PO from NetSuite, Ramp will automatically fetch related item receipts from NetSuite for the PO line items. We'll show an alert if the billed units haven't been received. Follow the steps below to set it up.
Enable 3-way match in Bill Pay settings
Enable 3-way match here, and Ramp will start to pull in item receipts from NetSuite.
Match bills in Ramp to POs in NetSuite
When you pay bills with Ramp Bill Pay, match bills to purchase orders in NetSuite. Once a PO is selected, Ramp will automatically match the bill line items with PO line items and then pull in item receipts. You can view which billed line items haven't been received and open existing item receipts in NetSuite.
How to 3-way Match with Ramp bills, Ramp POs, and NetSuite Item Receipts
If you prefer to receive in NetSuite, Ramp can import NetSuite Item Receipts and 3-way match to Ramp purchase orders and bills.
Note: You must ensure the role that was used to set up integration between Ramp and NetSuite has Item Receipt FULL permission. You can confirm this using the following steps:
- Setup > User/Roles > Manage Roles
- Edit Role used to integrate between NS and RAMP
- Permission > Transactions tab
- Item Receipt > FULL
After you verify the role has the proper permissions, follow the instructions below to continue setting it up.
Enable 3-way match for a specific spend program(s)
Edit the spend program and select 3-way match for invoice matching in Procurement controls.
Sync a PO to NetSuite
Once a request is approved, you'll see "Not received" for the receiving status. To receive against a PO, fill out the accounting fields on the "Accounting" tab of the PO then sync the PO over to NetSuite.
Create an item receipt in NetSuite to sync to Ramp
After the PO has been synced to NetSuite, you can receive in NetSuite. Create and save an item receipt and it will sync over to Ramp. The receiving status on the PO will update accordingly.
Match bills in Ramp to POs in NetSuite
When you pay bills with Ramp Bill Pay, make sure the correct Ramp PO is matched. Once a PO is selected, Ramp will automatically match the bill line items with PO line items and then pull in NetSuite item receipts. You can view which billed line items haven't been received and open existing item receipts in NetSuite.
How to 3-way Match with Ramp bills, Ramp POs, and Ramp Item Receipts
If you create POs in Ramp, you can create Item Receipts directly in Ramp to mark a PO as received (you do not need to have a direct ERP integration to do this, but note that uCSV is not yet supported for partial receiving). We will update the Received status on a PO accordingly. Follow the steps below to set it up.
Enable 3-way match for a specific spend program(s)
Edit the spend program and select 3-way match for invoice matching in Procurement controls. This is a pre-requisite for you to be able to generate Item Receipts for any PO's generated in this program.
Create an item receipt for a PO
Once 3WM is enabled in the spend program, you will see the "Receive" button at the bottom of the Overview tab on approved POs. Click Receive to generate a new item receipt. Admins, bookkeepers, AP clerks, and the requester can create item receipts. Item receipts will show up in the PO's "Documents". Once it's filled out, the POs receiving status will update accordingly.
View item receipts in Ramp bills
Once a bill is created for a PO, the PO will be automatically matched and you can see if billed items have been received or not directly within the bill. You can also open the item receipt directly from the bill.
Note: The receiving status is derived from the item receipt's association to a given PO. Item receipts created in Ramp cannot be synced to NetSuite. If you're creating item receipts in Ramp, the only way to have the receiving status reflected in NetSuite is to manually create those item receipts in NetSuite for the PO.
- The receiving status is derived from the ItemReceipts associated to a given PO
- Since we don't supporting syncing IRs from Ramp -> NetSuite, if they're creating IRs in Ramp the only way to get it to be reflected in NetSuite is if they also manually created those IRs in NetSuite for the PO
Use cases and examples
- Great for companies issuing purchase orders in NetSuite and creating item receipts.
- Companies using accounting providers that don't support item receipts (i.e. Quickbooks) can now use Ramp to create those item receipts and still perform 3-way match.
- Customers who do not have a direct ERP integration.
Frequently Asked Questions (FAQs)
How long does it take to enable 3-way match?
If you are importing item receipts from NetSuite, it can take up to an hour to pull in the initial set of receipts depending on how many there are.
How frequently does Ramp import item receipts from NetSuite?
New item receipts are imported daily at midnight, and automatically once you open the Bill Pay or Procurement screens.
Can I use 3-way match if I use QBO?
Yes, if you use QBO you will need to use the 3rd option. You cannot 3-way match with imported POs from QBO, you will need to do everything in Ramp.
Can I mark items as received in Ramp for imported POs?
You cannot receive in Ramp against an imported PO. The receipt status in Ramp will update based on the status in NetSuite.
If I update my spend program from 2-way match to 3-way match, will this apply to Purchase Orders already created?
Yes, you will be able to create item receipts for existing Purchase Orders in that spend program.
Can I sync item receipts created in Ramp to my ERP?
No, you cannot sync item receipted created in Ramp outside of Ramp.
How can a PO be marked as partially received?
Admins must enable the Inventory Item fields in Accounting settings. Then, employees can code line items with the Inventory item accounting field. This will allow you to edit the number of items received on an item receipt.