Invoice Management

Procedure

Step 1: Query Pending Invoices

Retrieve invoices awaiting processing or matching.

Using MCP (Claude Code/Desktop):

Tool: SN-Query-Table
Parameters:
  table_name: sn_proc_invoice
  query: state=pending^ORstate=awaiting_match
  fields: sys_id,number,vendor,po_number,invoice_amount,invoice_date,currency,state,due_date
  limit: 25
  order_by: due_date

Using REST API:

GET /api/now/table/sn_proc_invoice?sysparm_query=state=pending^ORstate=awaiting_match^ORDERBYdue_date&sysparm_fields=sys_id,number,vendor,po_number,invoice_amount,invoice_date,currency,state,due_date&sysparm_limit=25

Step 2: Retrieve the Linked Purchase Order

For each invoice, fetch the associated PO and its line items to begin matching.

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: proc_po
  query: number=[PO_NUMBER]
  fields: sys_id,number,vendor,total_cost,state,ordered_date,expected_delivery,currency
  limit: 1

Then fetch PO line items:

Tool: SN-Query-Table
Parameters:
  table_name: proc_po_item
  query: purchase_order.number=[PO_NUMBER]
  fields: sys_id,item_description,quantity,unit_price,total_cost,received_quantity,model,part_number
  limit: 50

Using REST API:

# Get PO header
GET /api/now/table/proc_po?sysparm_query=number=[PO_NUMBER]&sysparm_fields=sys_id,number,vendor,total_cost,state,ordered_date,expected_delivery,currency&sysparm_limit=1

# Get PO line items
GET /api/now/table/proc_po_item?sysparm_query=purchase_order.number=[PO_NUMBER]&sysparm_fields=sys_id,item_description,quantity,unit_price,total_cost,received_quantity,model,part_number&sysparm_limit=50

Step 3: Retrieve Goods Receipt Records

Query receiving slip items to verify what was physically received.

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: proc_rec_slip_item
  query: purchase_order.number=[PO_NUMBER]
  fields: sys_id,quantity_received,received_date,po_item,receiving_slip,condition,notes
  limit: 50

Using REST API:

GET /api/now/table/proc_rec_slip_item?sysparm_query=purchase_order.number=[PO_NUMBER]&sysparm_fields=sys_id,quantity_received,received_date,po_item,receiving_slip,condition,notes&sysparm_limit=50

Step 4: Perform Three-Way Matching

Compare across the three documents. For each line item, validate:

1. Quantity Match: Invoice quantity <= Received quantity <= Ordered quantity
2. Price Match: Invoice unit price == PO unit price (within tolerance, typically 1-5%)
3. Total Match: Invoice total <= PO total (within tolerance)

Step 5: Flag and Route Discrepancies

If matching fails, create an invoice exception case for resolution.

Using MCP:

Tool: SN-Create-Record
Parameters:
  table_name: sn_apo_invoice_case
  fields:
    invoice: [invoice_sys_id]
    purchase_order: [po_sys_id]
    short_description: "Three-way match failure: quantity discrepancy on PO0012345"
    description: "Invoice INV-9876 line 2: invoiced qty 100, received qty 85. Variance: 15 units (17.6%). Exceeds 5% tolerance threshold."
    priority: 2
    category: quantity_discrepancy
    state: new
    assigned_to: [procurement_analyst_sys_id]

Using REST API:

POST /api/now/table/sn_apo_invoice_case
Content-Type: application/json

{
  "invoice": "[invoice_sys_id]",
  "purchase_order": "[po_sys_id]",
  "short_description": "Three-way match failure: quantity discrepancy on PO0012345",
  "description": "Invoice INV-9876 line 2: invoiced qty 100, received qty 85. Variance: 15 units (17.6%).",
  "priority": "2",
  "category": "quantity_discrepancy",
  "state": "new"
}

Step 6: Update Invoice State

Mark the invoice as matched or exception based on results.

Using MCP:

Tool: SN-Update-Record
Parameters:
  table_name: sn_proc_invoice
  sys_id: [invoice_sys_id]
  fields:
    state: matched
    match_status: passed
    work_notes: "Three-way match completed. All line items within tolerance. Ready for payment approval."

For failed matches:

Tool: SN-Update-Record
Parameters:
  table_name: sn_proc_invoice
  sys_id: [invoice_sys_id]
  fields:
    state: exception
    match_status: failed
    work_notes: "Three-way match failed. Exception case CASE0045678 created for quantity discrepancy on lines 2, 5."

Using REST API:

PATCH /api/now/table/sn_proc_invoice/[invoice_sys_id]
Content-Type: application/json

{
  "state": "exception",
  "match_status": "failed",
  "work_notes": "Three-way match failed. Exception case created."
}

Tool Usage

MCP Tools Reference

REST API Reference

Best Practices

• Set Tolerance Thresholds: Define acceptable variance percentages per category (e.g., 2% for IT hardware, 5% for office supplies)
• Prioritize by Due Date: Process invoices closest to payment due date first to avoid late fees
• Verify Vendor Details: Cross-reference core_company records to confirm vendor bank details before payment
• Batch Processing: Group invoices by vendor or PO for efficient matching workflows
• Audit Trail: Always add work notes documenting match results for compliance purposes
• Partial Receipts: Handle partial shipments by matching only received quantities and holding remainder

Troubleshooting

"Invoice has no linked purchase order"

Cause: The PO number field is empty or contains a non-matching reference Solution: Search proc_po by vendor and date range to find the correct PO; update the invoice record

"Goods receipt records not found"

Cause: Receiving has not been recorded in ServiceNow yet Solution: Check proc_rec_slip_item by PO; contact warehouse to confirm physical receipt and create receiving slip

"Invoice amount exceeds PO total"

Cause: Price increases, additional charges (shipping, tax), or duplicate invoicing Solution: Create an exception case; verify with vendor if charges are legitimate; check for duplicate invoices using sysparm_query=vendor=[vendor_id]^invoice_amount=[amount]^invoice_date>=[date]

"Multiple POs on a single invoice"

Cause: Vendor consolidated multiple orders into one invoice Solution: Split the invoice or match line-by-line against individual POs using part numbers or item descriptions

Examples

Example 1: Successful Three-Way Match

Scenario: Invoice INV-2024-0456 from Acme Corp for $15,000.00

Steps:

1. Query invoice: amount $15,000, linked to PO0012345
2. PO0012345 total: $15,000, 3 line items
3. All 3 items fully received per proc_rec_slip_item
4. Price variance: 0% on all lines
5. Result: Match passed

Tool: SN-Update-Record
Parameters:
  table_name: sn_proc_invoice
  sys_id: a1b2c3d4...
  fields:
    state: matched
    match_status: passed
    work_notes: "Three-way match passed. PO0012345 fully received. All prices match. Ready for payment."

Example 2: Discrepancy Requiring Resolution

Scenario: Invoice INV-2024-0789 shows 500 units at $12.00 each ($6,000). PO shows 500 units at $10.00 ($5,000). Receipt confirms 500 units.

Analysis:

• Quantity: Matched (500 = 500)
• Unit price: $12.00 vs $10.00 = 20% variance (exceeds 2% threshold)
• Total: $6,000 vs $5,000 = $1,000 overage

Action: Create exception case, flag for procurement analyst review, hold payment.

Example 3: Partial Receipt Matching

Scenario: PO for 1,000 units, 750 received, invoice for 750 units.

Analysis:

• Invoice quantity (750) matches received quantity (750)
• Invoice does not exceed PO quantity (750 <= 1,000)
• Result: Partial match passed -- invoice can be approved for 750 units

Related Skills

• procurement/purchase-order-summarization - Summarize PO details and delivery status
• procurement/procurement-summarization - Procurement case and pipeline overview
• procurement/supplier-recommendation - Evaluate vendor performance for sourcing decisions
• catalog/approval-workflows - Configure invoice approval workflows