Identify vendor bill discrepancy trends with the 3-Way Match Discrepancy Report

Overview

The 3-Way Match Discrepancy Report shows every open and reconciled discrepancy across your vendor bills in a single view. Accounts payable (AP) teams use this report to spot patterns by vendor, business unit, time period, or discrepancy type. Reviewing these trends helps your team reduce recurring exceptions, engage vendors with specific evidence, and refine internal pricing or receiving processes.

Who uses this feature

Administrators, accountants, bookkeepers, and managers
Applies to all business types
Applies to all trades

Feature configuration

Account configuration is required to use this feature. Please contact Technical Support for details.

Things to know

The report only includes bills that have at least one identified discrepancy. Bills without discrepancies do not appear.
Both reconciled and unreconciled bills appear by default. Use the Bill Status filter to view one or the other.
Variance columns display both dollar amounts and percentages, so you can identify outliers by either absolute value or relative impact.
Reconciliation reasons captured during bill reconciliation appear in the Reason For Reconciliation With Discrepancy column.
PO, Receipt, and Bill numbers in the report link to their source records, so you can open the underlying transaction without leaving the report.

Best practices

Run the report on a regular cadence, for example, weekly or before month-end close, so you can catch trends before they affect your accounting close.
Filter by vendor before vendor conversations. The report gives you concrete examples to support credit requests or pricing renegotiations.
Filter by business unit to compare discrepancy rates across branches. Branches with higher rates may benefit from a refresher on PO entry or receiving.
Use the Bill Vs PO Variance Percentage column to flag bills with variances above your acceptable threshold, then prioritize those for investigation.
After applying a pricing correction or vendor change, rerun the report monthly to confirm whether discrepancy volume is trending down.
Save your column and filter configuration with Save Changes so you can quickly return to your standard view.

Use cases

An accounts payable (AP) clerk runs the report before month-end close, filtered to Unreconciled bills, to clean up open discrepancies in bulk instead of opening each bill individually.
An office manager filters by a single plumbing supply vendor over a 90-day date range to gather evidence for a vendor conversation about consistent overbills on fittings.
A controller filters by business unit to compare branches and identifies one with significantly more vendor document number mismatches, prompting a PO entry refresher for that team.
A bookkeeper filters by the Line item quantity discrepancy type to discover that partial deliveries are the leading cause of mismatches, then works with the warehouse to update receiving procedures.
A project manager filters by PO number to review every discrepancy tied to a multi-delivery purchase order and requests a vendor credit for the delivery that came in above the agreed unit cost.
An administrator runs the report monthly to track whether the number of pricing discrepancies is decreasing after a Pricebook correction.

Create the 3-Way Match Discrepancy Report

Create a custom report.
Under Choose report type, click Others and then select 3-Way Match Discrepancies.
Select columns and set details.
When finished, click Save.

Run the 3-Way Match Discrepancy Report

Go to the navigation bar and click Reports.
Search for the 3-Way Match Discrepancies template.
Click the 3-way Match Discrepancies report to open it.
Select a Date Billed From - Date Billed To range.
When finished, click Run Report.

Filter the 3-Way Match Discrepancy Report

Filters appear at the top of the report. Use them to narrow the data to a specific vendor, time period, business unit, or discrepancy type.

Go to the navigation bar and click Reports.
Search for 3-way Match Discrepancies.
Click the 3-way Match Discrepancies report to open it.
To filter by business unit, select one or more values from the Business Unit dropdown.
To filter by bill reconciliation status, select Reconciled or Unreconciled from the Bill Status dropdown. [insert non-GIF screenshot of Bill Status dropdown].
To filter by the type of discrepancy, select one or more values from the Discrepancy Type(s) dropdown:
- None
- Subtotal
- Line Item Unit Cost
- Line Item Quantity
- Line Item Missing
(Optional) Add a Vendor Name, Vendor Document Number, PO #, Receipt #, or Bill # to narrow your results further.
Click Run Report to load the data using your filter selections.
Tip: Click Save Changes to save your filters as the default view the next time you open the report.

Customize report columns

Go to the navigation bar and click Reports.
Search for 3-way Match Discrepancies.
Click the 3-way Match Discrepancies report to open it.
Click Edit Report to open the column selection panel.
Select or deselect any of the following Bill columns:
- Vendor Name: The name of the vendor that issued the bill, sourced from the vendor record.
- Date Billed: The date the vendor billed for the items, as recorded on the vendor bill.
- Business Unit: The ServiceTitan business unit associated with the bill, inherited from the underlying job, project, or purchase order.
- Bill Status: The reconciliation status of the bill (Unreconciled or Reconciled).
- Vendor Document Number: The unique identifier provided by the vendor for transaction tracking. Sourced from the Vendor Document Number field on the bill.
- Total: The total dollar amount on the vendor bill, including line items, subtotals, taxes, and shipping.
- Bill #: The unique identifier ServiceTitan assigns to the bill. Click the value to open the bill record in a new tab.
- Reason For Reconciliation With Discrepancy: The reason a user provided when reconciling a bill that contained one or more identified discrepancies. Captured during the bill reconciliation workflow.
Select or deselect any of the following Discrepancy columns:
- Type: The category of discrepancy detected.
- PO Value: The value of the affected field on the purchase order. For unit cost or subtotal discrepancies, a dollar amount; for quantity discrepancies, a count.
- Bill Value: The value of the affected field on the bill. For unit cost or subtotal discrepancies, a dollar amount; for quantity discrepancies, a count.
- Receipt Vs PO Variance Percentage: The percentage difference between the receipt and the purchase order, relative to the PO value.
- Bill Vs PO Variance Percentage: The percentage difference between the bill and the purchase order, relative to the PO value.
- Bill Vs Receipt Variance Percentage: The percentage difference between the bill and the receipt, relative to the receipt value.
- Item: The specific line item or SKU affected by the discrepancy. For line-item-level discrepancies (Line Item Unit Cost, Line Item Quantity, Line Item Missing), this displays the SKU name. For bill-level discrepancies (Subtotal), this displays the discrepancy type.
- Receipt Value: The value of the affected field on the receipt. For unit cost or subtotal discrepancies, a dollar amount; for quantity discrepancies, a count.
- Receipt Vs PO Variance: The numerical difference between the receipt and the purchase order for the affected field.
- Bill Vs PO Variance: The numerical difference between the bill and the purchase order for the affected field.
- Bill Vs Receipt Variance: The numerical difference between the bill and the receipt for the affected field.
Select or deselect any of the following Purchase Order or Receipt columns:
- PO #: The unique identifier ServiceTitan assigns to the purchase order. Click the value to open the purchase order record in a new tab.
- PO Creator: The user who created the purchase order in ServiceTitan.
- Receipt #: The unique identifier ServiceTitan assigns to the receipt of items against the purchase order. Click the value to open the receipt record in a new tab.
When finished, click Apply.