When setting up Review, Approval, or Auto-Approval steps in the Vendor Bill workflow for NetSuite-connected Organisations, Administrators can include Bill-to-PO Matching as a condition in the review/approval/auto-approval matrix. This triggers specific Approvers, Reviewers, or automatic approvals depending on whether the lines of a Bill are fully, partially, or not at all matched to a Purchase Order.
Bill-to-PO Matching can be combined with other conditions, such as Amount, Vendor, Department, Class, or Location.
This is how you add a Bill-to-PO Matching condition:
In the left-hand menu, go to Approval workflows under Workflows and settings, then open the Vendor Bill workflow:
Click on the Grid icon to open the matrix in the Review or any Approval step. If you are configuring an Auto-Approval step, click on Auto-approval settings:
For Review and Approval steps:
Scroll to the right to find the Bill-to-PO Matching column in the matrix, then select a condition for each Approver:
For Auto-Approval steps:
Click on Add Auto-Approval Rule, give the rule a name, and click on OK:
Then scroll right to the Bill-to-PO Matching column and select the condition that should trigger automatic approval:
The following options are available in the Bill-to-PO Matching field:
Any — matching is ignored when evaluating this rule.
No lines are matched — none of the Bill lines match the Purchase Order.
At least one line is matched — at least one Bill line matches a Purchase Order line.
At least one line is not matched — matching is either partial or missing for at least one Bill line.
All lines are matched — every Bill line is matched to the Purchase Order.
In the example above, the workflow is set so that Jen King first reviews the Bill if no lines are matched to the Purchase Order. In the Auto-Approval step, the rule “Fully Matched Bills” automatically approves any Bill where all lines are matched. In the Approval step, Jason Carter approves Bills when no lines are matched, while Jen King approves them when at least one line is matched.
Once you’ve applied your conditions, click on Done to save the matrix.
Finally, activate/update the workflow:
