One-click matching automatically checks if there's a single Purchase Order that best matches a Bill. If found, it suggests matching the Bill in full to that Purchase Order with just one click — saving you from going through the manual matching steps.
Please note: One-click Bill-to-PO Matching is available in beta. If you would like to enable this feature, please contact us.
Who can use one-click Bill-to-PO Matching
Who can use one-click Bill-to-PO Matching
The same user roles and subscription plans that include regular Bill-to-PO Matching also have access to one-click matching:
Bill Requesters
Current Bill Approvers
Reviewers
Organisation Administrators
How to one-click match a Bill
How to one-click match a Bill
Open an approved Purchase Order in ApprovalMax. From the Purchase Order actions menu, select "Copy to Bill":
On this new Bill, review the copied details and enter a due date. Then click on Submit for approval.
Scroll down to the Bill-to-PO Matching section. If a suitable Purchase Order is found, its details are shown along with the option Match entire Bill:
Please note: You’ll also still have the option Select PO for matching if you need to manually review and allocate Purchase Orders.
The Bill-to-PO Matching section will update to display the matched Purchase Order's details, including Requester, status, and allocated amount. You can still make changes if needed by clicking on EDIT MATCHING:
Once the Bill is matched, this action is logged automatically in the Bill’s Audit trail:
How ApprovalMax suggests a Purchase Order
How ApprovalMax suggests a Purchase Order
One-click matching automatically runs in the background to identify the most suitable Purchase Order, based on the following conditions:
The Purchase Order is approved and not fully billed
The Purchase Order's Supplier matches the Bill's Supplier
The Purchase Order's Currency matches the Bill's Currency
The Purchase Order date is on or before the Bill date (depending on the corresponding Bill Workflow setting)
The Purchase Order has a remaining balance greater than zero
If more than one Purchase Order qualifies, ApprovalMax will:
Look for a Purchase Order reference or number that matches the Bill's reference
If none are found, select the Purchase Order with the closest remaining balance to the Bill amount
If a suitable Purchase Order is identified, a one-click Match entire Bill button is displayed:
If no suitable Purchase Order is found, the Select PO for matching button is disabled: