The current Bill Approver or an Organisation's Administrator can match Bills to approved Purchase Orders with the same Currency and Supplier up to the point where the Bill gets approved* / the Purchase Order is closed - provided the Administrator has enabled the Bill-to-PO Matching feature.
*Organisation Administrators have the authority to edit matchings/unmatch Bills even after their approval.
This is how you match a Bill to the corresponding Purchase Order
When you scroll down to the Bill to PO matching section of a Bill, ApprovalMax will check for a suitable Purchase Order (PO):
If a fully matched PO is found, you have option for One-click matching, simply click on Match entire bill:
Please note: One-click matching is available in beta, if you would like to enable this feature please contact us.
If no suggestion is available, or if you want to select a different PO, click on Select PO for Matching to open the matching pop-up:
Select which Purchase Orders are to be matched to a Bill and enter the allocated amount. You can only open the respective Purchase Order to see more details by clicking on it if you are an Administrator or have a relation to the Purchase Order (because you are an Approver or Requester):
Please note: The allocated amount should be a positive value.
When you're ready, click on SAVE.
All matching information is shown in the Bill and matched Purchase Order(s):
If necessary, the Bill Approver can change the matching and edit allocated amounts to fix an error by clicking on the
button. The Bill Approver can also either remove the matching (untick the checkbox) or select a new Purchase Order for matching.
Please note: Only the Organisation Administrator has the authority to edit a matching after the Bill has been approved.
For a quick walk-through of the steps covered in this article, watch our how-to video below.