The current Bill Approver/Reviewer/Requester or an Organisation Administrator/Account Owner can match Bills to approved and not yet closed Purchase Orders with the same Product/Service or Category and Vendor up to the final approval of the Bill.
Organisation Administrators can unmatch Bills even after their approval to make Purchase Orders available for further matching if that's required.
This is how you match a Bill to the corresponding Purchase Order
Open the Bill and click on the
icon in the respective line(s) – it's only available for lines that are currently not matched:
In the Matching pop-up, you'll see the Purchase Orders available for matching and lines filtered based on the currently selected line. Select both the Purchase Order and line you want to match and click on MATCH in the upper right-hand corner:
If a line in a Purchase Order can't be selected (the selector is greyed out) it means that this particular line has already been matched. It needs to be unmatched first to become available for matching again.
The matching information is shown in the Bill and matched Purchase Order(s) when you click on the
icon in the respective line:
If necessary, the Bill Approver/Requester or Administrator can remove the matching and select a different Purchase Order for matching.
Please note: Requesters and Reviewers of QuickBooks Online Bills are allowed to match Bills to Purchase Orders during creation/editing:
Please note: Matchings can be changed right until the final approval of the Bill.
⚠️ Later, a matching can only be removed in QuickBooks Online. If pulling is enabled in the Bill workflow settings, this will be updated in ApprovalMax.
Please note: ApprovalMax automatically matches Categories and Line Items when copying QuickBooks Online Purchase Orders to Bills.
For a quick walk-through of the steps covered in this article, watch our how-to video below.