Bill-to-PO Matching lets you match incoming Bills to the Purchase Orders they relate to before a Bill is approved in ApprovalMax for Xero. Matching a Bill confirms that it aligns with what was actually ordered, giving Approvers greater control and accuracy at the approval stage.
Who can match Bills to Purchase Orders
Current Bill Approvers
Bill Requesters
Bill Reviewers
Organisation Administrators
Purchase Order Requesters, if they were added as Approvers during the matching process
See Who is allowed to match Bills and Purchase Orders? for details.
What Bill-to-PO Matching does
Matches one Bill to one or more Purchase Orders, so partial deliveries and split orders are covered
Suggests a matching Purchase Order automatically and lets you match a Bill in full with a single click, when a suitable Purchase Order is found. See One-click Bill-to-PO Matching
Automatically marks a Purchase Order as Billed once its matched Bills are approved and pushed to Xero, based on the remaining-balance settings in the Purchase Order workflow. See Auto-marking Purchase Orders as Billed
Can restrict Bill approval based on match status, for example, blocking approval of unmatched Bills or Bills whose matched Purchase Order balance would go below zero. See Advanced settings for Bill-to-Purchase Order Matching
Can be used as a condition in the Review, Approval, or Auto-Approval matrix, so a Bill's matched or unmatched status determines who it is routed to, or whether it is auto-approved. See How to add a Bill-to-PO Matching condition for Xero Bill approvals
Works from the ApprovalMax mobile app as well as the web app. See Can I match Bills to Purchase Orders in the mobile app?
Reporting on matched balances
Bill-to-PO Matching reports show the remaining balance of both documents:
The Bill's remaining balance: the Bill amount minus the allocated amount of all Purchase Orders matched to it
The Purchase Order's remaining balance: the Purchase Order amount minus the allocated amount of all open and approved Bills matched to it
Both balances recalculate automatically whenever a matching is created, removed, or changed, or when the matched document's amount, Supplier, currency, or date changes in Xero. See What is the remaining balance and when is it recalculated? and How is Bill-to-PO Matching reflected in reporting?