Firstly, the Administrator must ensure that Purchase Order Matching is enabled in the Bill approval workflow settings:
Select your Organisation in the main menu and go to Approval workflows under Workflows and settings:
Open the Bill workflow:
Click on the Gear
icon and navigate to the Matching tab. Check that that option "Allow users to match Bills to Purchase Orders" has been enabled:
Decide on the advanced settings, which are explained in detail below:
Can a Bill be approved if it has not been matched to a Purchase Order?
This setting regulates whether or not Bills can be approved if they have not yet been matched to a corresponding Purchase Order:
Yes, unmatched Bills can be approved | Bills can be approved even if they have not been matched to a corresponding Purchase Order; matching is not mandatory |
Yes, unmatched Bills up to the following amount can be approved | Bills that have not been matched to a corresponding Purchase Order can still be approved but only if their total amount is less than the specified limit |
No, unmatched Bills cannot be approved | Bills must be fully matched to a Purchase Order before they can be approved; unmatched Bills will be blocked from approval |
Please note: If either “Yes, unmatched Bills up to the following amount can be approved” or “No, unmatched Bills cannot be approved” is selected, the next setting "Can a Bill be approved if its allocated amount is less than its total amount (considering the net/gross setting)?" becomes available for selection.
Can a Bill be approved if its allocated amount is less than its total amount (considering the net/gross setting)?
This setting regulates whether or not a Bill can be approved if it has not been fully matched to Purchase Orders. The Administrator can set a percentage to specify the allowed difference between a Bill's allocated amount and its total amount. It is active if matching is mandatory for the Bill approval.
Yes, such a Bill can be approved | The approval of Bills that have not been fully matched to their corresponding Purchase Order(s) is allowed |
Yes, the allocated amount is not validated for Bills up to the following amount XX | The approval of Bills up to the specified amount that have not been matched to their corresponding Purchase Order(s) is allowed |
Yes, the Bill can be approved if the difference between its allocated amount and its total amount is less than XX% | The approval of Bills that have not been fully matched to their corresponding Purchase Order(s) is allowed if the allocated amount and their total amount differ less than the specified percentage |
Can a Bill be approved if the remaining balance of any matched Purchase Order is below zero?
This setting regulates whether or not Bills can be approved even if the amount of all matched Bills exceeds the amount of the matched Purchase Order(s).
The Administrator can set an amount limit for the remaining Purchase Order balance so that the matched Bills can exceed the matched Purchase Order(s) by a certain amount and get approved.
Yes, such Bills can be approved | Bills can be approved if the Purchase Order's remaining balance is below zero |
Yes, such Bills can be approved if the Purchase Order's remaining balance is no more than X per cent below zero | Bills can be approved if the Purchase Order's remaining balance is no more than X per cent below zero |
Such Bills can be approved if the Purchase Order's remaining balance is no more than N below zero | Bills can be approved if the Purchase Order's remaining balance is no more than N below zero |
No, such Bills cannot be approved | Bills can only be approved if the Purchase Order's remaining balance is above or equal to zero |
Should it be possible to add the Requester of a matched Purchase Order as a Bill Approver to the active approval step?
This setting regulates whether or not the Requesters of matched Purchase Orders can be added as a Bill Approver in the current step, if:
The Requester is not already an Approver in this step
The approval condition for this step is "All"
Requesters are added automatically after matching because the setting “Yes, automatically add all of the Requesters (if applicable)” is set
An Approver has selected Purchase Order Requesters in the pop-up window and confirmed adding them as an Approver
No | Requesters of matched Purchase Orders will not be added as Bill Approvers automatically |
Yes, display a list of Requesters that can be added | After the matching, Approvers can manually select from the pop-up list which Purchase Order Requesters they want to add |
Yes, automatically add all of the Requesters (if applicable) | All eligible Purchase Order Requesters will be automatically added as Bill Approvers, provided they are not already assigned to the step and the approval condition is set to "All" |
Can a Bill be matched to a Purchase Order which has a later date?
This setting regulates whether or not Bills can be matched to Purchase Order(s) issued later than the corresponding Bill:
Yes, allow matching Bills to retrospective Purchase Orders | Bills can be matched to Purchase Orders that were issued later than the corresponding Bill |
No, do not allow matching Bills to retrospective Purchase Orders | Bills cannot be matched to Purchase Orders that were issued later than the corresponding Bill |
Which type of amounts should be used in the matching allocations?
The remaining balances are calculated depending on whether the setting is currently gross or net:
Gross amounts | The remaining balance is calculated as the difference between the gross amount and the sum of all allocations |
Net amounts | The remaining balance is calculated as the difference between the net amount and the sum of all allocations |
Finally, save your changes to apply them to your workflow: