The quick answer
Compare the vendor, item, quantity, and amount across the purchase order, item receipt, and vendor bill before payment. This walkthrough creates that record trail and checks the saved bill’s approval status. An Approved label alone does not prove an automated three-way matching workflow ran.
The screenshots show sample data. Person and operating-company names are fictional. Use your own records and values when following the steps.
Before you start
You need permission to create purchase orders, item receipts, and vendor bills. Confirm that the vendor, item, receiving location, subsidiary, currency, and accounting period are available, and check whether your account requires approval or receiving controls. Separate receiving and billing depend on the account’s receiving configuration, such as Advanced Receiving. Complete any required PO approval before receiving.
01. Enter the purchase order header and line
Check that the blank Purchase Order form is open. Select the vendor, confirm the subsidiary and currency, and enter the transaction date and any internal memo required by your process. Add the item line with its quantity and rate, then check the calculated amount; account-specific forms may also require a location or other classification.
02. Confirm the purchase order was saved
After selecting Save, confirm that NetSuite returns to the saved Purchase Order record and displays a Pending Receipt status. Review the vendor, item, quantity, and displayed total before receiving anything. The purchase order records intended purchasing activity; it isn't a payment. If your order saves as Pending Approval, follow the configured approval process first.
03. Review the item receipt form
Use the Purchase Order's receiving action to open the Item Receipt. Confirm that the receipt was created from the intended purchase order, that the item is selected for receipt, and that the receiving location is correct. In the example state, the visible quantity is 1 and the rate is 100.00; use the quantity actually received in your transaction.
04. Save the received quantity
Save the Item Receipt only after confirming that its lines represent goods physically received. Review the resulting receipt record and the purchase order's received quantity before creating the bill. An Item Receipt records receipt activity; it doesn't approve or pay a vendor bill.
05. Create the vendor bill from the purchase order
Return to the saved Purchase Order and use its billing action to create the related Vendor Bill. Review the carried-forward vendor and item line, then enter or confirm the vendor invoice reference and any required accounting fields. Save the bill only after comparing the vendor, item, received quantity, and amount with the purchase order and item receipt.
06. Inspect the saved bill and approval status
On the saved bill, compare the vendor, item, quantity, and amount with the purchase order and receipt. This example shows 100.00, quantity 1, and Approval Status Approved. The Receipts column is blank, so do not infer a receipt link or automatic matching from this page. Follow your account’s matching and approval controls before payment.
Check the result
- The saved Purchase Order shows the intended vendor, item line, quantity, amount, and a Pending Receipt status before receiving.
- The Item Receipt shows the intended purchase order as its source and records only the quantity actually received.
- The saved Vendor Bill shows the expected vendor and amount, includes the received item, and displays the account-configured Approval Status.
Common questions
What should I compare across the purchase order, item receipt, and vendor bill?
Compare the vendor, item, quantity, location, currency, rate, and amount. The purchase order shows what was ordered, the item receipt shows what was received, and the vendor bill shows what the supplier billed. Differences may require investigation before payment.
Does creating an item receipt complete the three-way match?
No. An item receipt records received goods against the purchase order; it does not create, approve, or pay the vendor bill. Whether NetSuite enforces receipt-based billing or matching depends on account features, transaction settings, and approval controls.
Where can I check whether the vendor bill passed approval?
Open the saved vendor bill and review its Approval Status, along with the related order, receipt, quantities, and amounts. Values such as Approved or Pending Approval depend on the account’s workflow and bill-approval configuration and should not be treated as proof of payment.
Does saving the vendor bill pay the supplier?
No. Saving creates or updates the payable record. Payment is a separate process, with approval where configured, and account-specific holds, permissions, accounting periods, subsidiaries, and payment controls may affect when payment is available.