This article explains:
How to upload an invoice to Moss
How invoices are linked and matched to purchase orders
What happens if matching fails and how to fix it manually
How to upload an invoice
Once the goods or services have been delivered, you need to upload the supplier’s invoice to Moss so it can be paid.You can upload an invoice in two ways:
Option 1: Upload manually
Log in to Moss
Go to "Invoices" > "Submit invoice"
Upload the invoice file
Click "Submit"
Option 2: Forward by email
You can also forward the invoice directly to your Moss invoice inbox.
Learn more about the invoices inbox here.
Linking vs. matching
Moss uses two steps to connect invoices with purchase orders:
1. Linking: finding the right PO
When an invoice arrives in Moss, the system first tries to link it to the correct purchase order by using the PO number referenced in the invoice.
If the invoice includes a PO number
→ It is linked automatically.
If no PO number is found, Moss tries to link the invoice using:
Supplier (must be an exact match)
Dates (the invoice date must be within ±7 days of the PO date)
2. Matching: checking the invoice amount
Once an invoice is linked to a PO, Moss checks whether the invoice amount matches the PO amount.
Invoice amount ≤ PO amount
→ No approval neededTotal of all invoices exceeds the PO amount by even 1 penny
→ Approval is triggered
⚠️ Important: Unlike some systems, Moss does not allow approval tolerances (for example, 5% over the PO). The approval threshold is strictly 0%.
Two-way matching
When an invoice is successfully matched to a PO:
The invoice skips budget approval, because this was already approved during the purchase request stage
However, the invoice will re-enter budget approval if:
The invoice amount exceeds the approved PO amount, or
The supplier on the invoice does not match the supplier on the PO
Three-way matching (goods only)
For purchases of goods, Moss supports three-way matching:
The verifier records the received quantities and creates a Goods Received Note (GRN)
Once the PO is matched to an invoice, the accountant can:
See the delivery status
Match the GRN to the invoice
This confirms that these 3 things all match:
What was ordered
What was delivered
What was invoiced
Manual matching
If Moss cannot automatically match an invoice to a PO, an accountant can manually link it during invoice review.
How to manually match an invoice to a purchase order
Log in to Moss
Go to "Invoices" > "Review"
Open the relevant invoice
Scroll down in the right-hand sidebar
Under "Purchase request", click "Link purchase order"
Select a suggested PO or search for the correct one
Click "Link" to confirm
Once linked:
The PO invoice status changes to 'Not invoiced', 'Partially invoiced', or 'Invoiced in full'
If no further invoices are expected, the purchase request can be closed