When a Bill is uploaded via ApprovalMax Capture, ApprovalMax will automatically attempt to match it to an existing Purchase Order using the Purchase Order number as a reference. If a match is found, the Bill will open with a suggested match already applied.
Please note: Auto-matching requires matching to be enabled in your Bill workflow settings. If matching is not enabled, auto-matching will not occur.
How auto-matching works
A Bill is submitted to ApprovalMax Capture via email.
Please note: Currently, auto-matching for Xero only supports Bills submitted via Capture email. Auto-matching only applies to Bills with a status of On Review or Submitted For Approval. Bills created via Capture email with a Draft status will not be automatically matched.
Capture processes the document and extracts key fields, including the Purchase Order number.
If a Purchase Order number is found, ApprovalMax searches for a matching Purchase Order with the same Purchase Order reference number, supplier, and currency.
If a matching Purchase Order is found, the Bill is automatically matched to it. You can still edit the match if needed by clicking EDIT MATCHING.
The automatic match is recorded in the Bill’s audit trail, including the matched Purchase Order and allocated amount.
Please note: Auto-matching only occurs when exactly one Purchase Order is found with the extracted Purchase Order number, matching the same supplier and currency. If no Purchase Order number is found or multiple Purchase Orders share the same PO number, automatic matching is skipped, and the Bill can be matched manually as usual.