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PO matching

Enhance your invoice processing accuracy with PO matchingThe process of matching goods and services from purchase orders to invoices (2-way matching), and receipts (3-way matching) for PO-backed bills. Choose between 2-way and 3-way matching to ensure compliance and accuracy in your payee transactions.

Use 2-way matching to compare invoices against the PO. Opt for 3-way matching to include receipts or item fulfillment, which is especially useful for dropship invoices. Remember, payee-specific settings will override default account settings.

Before you carry out 2-way or 3-way PO matching:

  • Ensure all bills are reviewed and moved to the Pending review status.

  • Complete the Bill summary and Bill header fields.

  • Include any necessary notes in the Matching notes section.

PO backed bills that skip matching
Perfectly matched bills, or bills with an amount that are within your set threshold or matching tolerance where no matching is required, skip PO matching.
They’re sent straight to Pending payment.

To match bills:

  1. Click Bills in the left menu.

  2. Click the PO matching tab and click the bill you want to match.

  3. Start matching.

If your payee is set for header-level matching only, the bill lines are created automatically based on their related PO lines.

  1. In PO matching, review and allocate the budget based on the PO lines.

  2. Adjust the net amounts across bill lines accordingly.

  3. Click Review coding to proceed to the coding stage.

  1. In Bill lines, click Edit bill lines.

  2. Enter the item details and match them to the PO lines.

  3. For extra line, use + Add new line.

  4. Save the changes. Then, drag and drop the PO lines to the corresponding bill lines.

  5. Check for deviations, indicated by color coding.

    • If the match is not correct, you can always click the unlink icon on the right of the line if it’s not the correct match.

    • In 3-way matching, the PO line also shows the receipt line it relates to.

    • If the match is incorrect, you can always click the unlink icon on the right of the line.

    6. If there’s a deviation between the bill lines and PO or receipt lines, they’re highlighted in red, yellow or green, based on your PO matching settings.

    • Red means the deviation is automatically rejected and needs changing to process the bill

    • Yellow needs approval

    • Green means it’s acceptable and doesn’t need approval

  6. If any bill lines are missing a PO line, you can click Set as non PO line if there’s no PO line to match with and enter the reason why.

  7. Click Review coding to move the bill to the coding stage.