By default, ApprovalMax allows Bills to be matched to Purchase Orders without any restriction on the Purchase Order line's remaining balance.
Using the over-matching allowance setting, Account Owners, Administrators, and Workflow Managers can control whether and by how much a Bill line may exceed a Purchase Order line's remaining balance during matching.
How to configure the over-matching setting
Go to Approval workflows and open the Bill workflow:
In the Bill workflow, open the Workflow settings by clicking on the Gear icon:
In the Matching tab, scroll to the "Allow over-matching a Bill to a Purchase Order (matching beyond the Purchase Order's line balance)" subsection:
Choose one of the following options:
Option | What it does |
Yes, no limits | Bills can be matched to a Purchase Order line regardless of the remaining balance. This is the default. |
Yes, up to [N] percent over the Purchase Order's line balance | Matching is allowed if the overage does not exceed N% of the original amount of the Purchase Order line. Enter a value in the numeric field. |
Yes, up to [N] over the Purchase Order's line balance | Matching is allowed if the overage does not exceed a fixed amount (N) in the Organisation's default currency. Enter a value in the numeric field. |
No | Matching is blocked if the Bill line amount exceeds the Purchase Order line's remaining balance. |
Click on Save changes to apply the over-matching setting:
How over-matching is checked
When a Bill line is matched to a Purchase Order line, either manually or automatically, ApprovalMax checks the Purchase Order line's remaining balance against the over-matching rules configured in your Bill workflow.
If the Bill line amount exceeds the allowed threshold, matching is blocked, and the following error is displayed: