Hotel invoice & procurement glossary.
Plain-English definitions of the terms behind Atrium — what they mean, why they matter for hotels, and how they fit into reviewing invoices before payment.
3-way matching
3-way matching compares the purchase order, the goods receipt, and the supplier invoice so a hotel only pays for what it ordered and actually received.
Billed but not received
Billed but not received means a supplier invoiced for more units than the hotel actually received — paying for goods that never arrived.
Contract leakage
Contract leakage is money lost when suppliers bill above the agreed contract rates and nobody checks the invoice against the agreement.
Goods receipt (GRN)
A goods receipt note (GRN) records what was actually delivered — the proof a hotel checks an invoice against before paying.
Invoice capture
Invoice capture turns supplier invoices — PDFs, scans, photos, and email attachments — into structured, line-item data a hotel can actually use.
Invoice exception
An invoice exception is any supplier invoice that doesn't match what was ordered or received — a price change, short delivery, duplicate, or missing detail.
Pack-size normalization
Pack-size normalization converts case, box, and each pricing to a common per-unit basis so a hotel can compare prices fairly across suppliers.
Purchase order (PO)
A purchase order is the hotel's record of what it agreed to buy and at what price — the baseline every invoice should be checked against.
Spend leakage
Spend leakage is money a hotel loses to small, unnoticed invoice errors — price creep, duplicates, and short deliveries that add up over time.
Supplier pricing agreement
A supplier pricing agreement fixes what a supplier may charge a hotel — unit rates, effective dates, and price-increase caps for covered items.