Accounts payable
Amounts owed to suppliers for purchases already received and not yet paid. Also the team and process that manage them.
Accrual
An expense that has already been incurred even though the invoice hasn’t arrived; for example, goods received but not yet invoiced.
Approval workflow
The process that defines who validates each invoice based on its amount, department or variance, before it is posted.
Blanket order
A purchase order with an agreed volume or period that is delivered in several shipments.
Credit note
A document that corrects or cancels an invoice already issued, for example after a return or a price error.
Data extraction (OCR and AI)
Automatic reading of an invoice or delivery note: supplier, tax ID, net amount, VAT, total, number and lines.
Delivery note
The document that accompanies a delivery and records which goods were received, how many and when. It is the proof of receipt.
Duplicate invoice
The same invoice posted or paid twice, often because it arrived through two channels or with different numbering. See how to avoid them.
E-invoice
An invoice in a structured format that a system can read without interpreting an image. It will be mandatory between businesses in Spain. See what changes for recipients.
Invoice matching
Checking that an invoice corresponds to the purchase documents: order, delivery note or contract. See how to match delivery notes and invoices.
Journal entry
The accounting record of a transaction. Posting a supplier invoice creates its journal entry and due dates.
Multi-entity
Managing several companies or tax IDs in the same group from a single team or tool.
Partial delivery
When an order is delivered in several shipments, each with its own delivery note.
PPV (purchase price variance)
The difference between the price paid and the expected or agreed price. It shows whether prices are drifting.
Procure to pay (P2P)
The full cycle of a purchase, from need to payment. See the P2P guide.
Purchase order (PO)
The document a company uses to tell the supplier what it wants, how much and at what price.
Three-way match
Matching the invoice against the purchase order and the delivery note: you only pay for what was ordered and received. See the full guide.
Tolerance
The accepted margin of difference between invoice, order and delivery note, by amount, percentage or quantity, so invoices aren’t blocked over cents.
Two-way match
Matching the invoice against the purchase order without checking receipt. Common for services.
Verifactu
The Spanish Tax Agency system that regulates invoicing software and invoice registration. It affects issuers, not recipients.
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