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 uploaded via ApprovalMax Capture either by email or while creating the request in ApprovalMax.
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, vendor, and currency.
If a matching Purchase Order is found, the Bill is automatically matched to it during Bill creation.
The matched Purchase Order is displayed in the Linked column on the Bill lines. To review the match details, click on the closed Link icon:
If needed, you can still delete the matched Purchase Order by clicking on Remove:
You can then manually match the Bill by clicking on the open Link icon:
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 vendor and currency. If no Purchase Order is found, or if multiple Purchase Orders share the same PO number, auto-matching is skipped, and the Bill can be matched manually as usual.