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Invoice Audit

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Invoice Audit

Ten supplier invoices land in accounts payable. Compare each one with its purchase order and goods receipt, then decide what should stop the payment, if anything. You have five hearts.

MediumAccounting3 minNew

Invoice Audit is a learning aid. Suppliers and figures are invented.

How to play Invoice Audit

Each round shows one supplier invoice next to its purchase order and goods receipt. Find the problem that should stop the payment, or choose “Nothing — approve it” if all three agree. Press Check to see the rule behind the answer.
A correct answer scores 10 XP and a perfect run adds 20 XP. A wrong answer costs one of your five hearts. The ten rounds are drawn from a set of fourteen, so every game is different.

What is a three-way match?

Before an accounts payable team pays a supplier, it compares three documents. The purchase order says what the company agreed to buy and at what price. The goods receipt says what actually arrived. The invoice says what the supplier wants to be paid. When quantity, price and total agree across all three, the invoice can be approved. When they do not, it is held until someone explains the difference. For services, an approved timesheet or sign-off takes the place of the goods receipt.

The red flags in this game

  • Changed bank details. Fraudsters email a new bank account that looks like it comes from a real supplier. Always confirm a change by phone, using a number you already hold.
  • Quantity or price mismatch. Pay for what arrived, at the agreed price. Anything else needs a credit note or written approval.
  • Duplicates. The same invoice number and amount paid twice is one of the most common losses in accounts payable.
  • No purchase order. An invoice from an unknown supplier with no order behind it is the classic fake-invoice scheme.
  • Split invoices. Several invoices just under an approval limit, on the same day, may be designed to avoid a second signature.
  • Arithmetic and tax. Recompute totals and VAT. An error is still an overcharge.

Why it matters

Business email compromise and invoice fraud cost companies billions every year, and most losses start with a single unchecked payment. A disciplined three-way match, a verified supplier master file and a clear approval matrix stop most of them before money leaves the account.
The accounts payable guides and the accounting section on Kurums go deeper on controls, automation and month-end. For more practice, try Debit or Credit? or browse the free business tools.

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