Three-Way Match Frequently Asked Questions (FAQ)

A three-way match is an internal control process used before paying a Miner Mall/PO invoice.  It compares three key documents to ensure accuracy and authorization before payment is made:

• Purchase Order (PO): What was ordered and at what price
  
  
• Receiving Document (Quantity or Cost Receipt): What was actually received
  
  
• Vendor Invoice: What the vendor is requesting payment for

Payment is approved only when all three documents are consistent.

Three-way matching is used for all Miner Mall/PO vouchers.

Services on POs with contracts and recurring monthly charges only require a single receipt at the start of the fiscal year.  After that receipt has been provided, monthly receipts are not required and a two-way match is applied for the remainder of the fiscal year.  Departments must inform DTS if the vendor discontinues service or if there is a dispute which requires us to hold payment on invoices.

If a three-way match does not exist, the voucher created for the invoice will be sent to a matching exceptions folder within Miner Mall; invoice processing and payment are stopped until the exception is resolved.

Resolution: The voucher will not be released from the matching exception folder until the three-way match exists.  Corrections may include revised invoices, credit memos, or change orders, depending on the situation.

For questions about three-way matching and/or matching exceptions, reach out to the Disbursement and Travel Services Miner Mall/PO voucher team.

Phone: (915) 747-5171
Email: Billing@utep.edu

For questions about change orders, reach out to the Purchasing office.

Phone: (915) 747-5601
Email: Buyers@utep.edu