Bill-to-PO Matching
Bill-to-PO Matching: How can I restrict the approval of not fully matched Bills?
As Administrator, you can restrict the approval of Bills not fully allocated to PO(s). Select your Organisation in the main menu and open "Approval workflows" page under "Workflows and settings" section. Click on the Bill workflow. Click on the gear ...
Bill-to-PO Matching: how to allow Bill Approvers to add Purchase Order Requesters as an Approver to a Bill
Organisation Administrators can decide whether they want to allow Bill Approvers to add Purchase Order Requesters as Bill Approvers during the Bill-to-PO Matching, either automatically or manually, or if they don't want to allow adding Purchase Order ...
Bill-to-PO Matching: how to add a Purchase Order Requester as a Bill Approver
Organisation Administrators can decide whether they want to allow Bill Approvers to add Purchase Order Requesters as Bill Approvers during the Bill-to-PO Matching, either automatically or manually, or if they don't want to allow adding Purchase Order ...
What is happening with the Matching feature?
Since 1 April 2023, the Matching feature in ApprovalMax is no longer supported for Organisations on a Xero Standard plan. ApprovalMax launched the basic Bill-to-Purchase Order Matching as a feature in 2017. In 2022, we announced our plan to ...
Video: How to match Bills and Purchase Orders in Xero connected organisations
ApprovalMax product walk-through: how to match Bills and Purchase Orders in Xero-connected organisations https://www.youtube.com/watch?v=lUZt963Qh0s You can also have a look at this article: How can I match Bills and their initial Purchase Orders?
Bill-to-PO Matching: Support of the "10 cents rule" while auto-marking Purchase Orders as Billed
ApprovalMax supports the 10-cent deviation rule during the auto-marking of Purchase Orders as Billed. What does this mean exactly? ApprovalMax supports the automatic marking of Purchase Order(s) as Billed on the approval of the last Bill matched to ...
Bill-to-PO Matching: Can I restrict users who can match Bills to POs to Administrators only?
At the moment, it is not possible to restrict the ability to match Bills to purchase orders (POs) to administrators only. The matching feature in ApprovalMax is available to the following roles: Current Bill Approver Bill Requester The Organisation ...
Bill-to-PO Matching: Can I use Bill-to-PO Matching as a condition in workflows? (Xero)
Currently, it is impossible to use Bill-to-PO Matching as conditions in approval workflows.
Bill-to-PO Matching: In which plans is Xero Matching available?
Bill-to-PO Matching is available for ApprovalMax Organisations under one of the supported subscription plans: ApprovalMax Trial Organisations connected to Xero (during the free 14-day trial period) ApprovalMax Advanced plan ApprovalMax Premium plan
Bill-to-PO Matching: Can I match a Bill from PO?
No, you can match Bill with PO only from a Bill. Matching is available for the current Bill approver, Bill Requester and Organisation's Administrator.
Bill-to-PO Matching: Is it possible to match line items? (Xero)
Unfortunately, Xero API doesn’t provide us with this option. That’s why we use allocations instead of matching line items.
Bill-to-PO Matching: How to set up Matching with gross or net amounts
Select your Organisation in the main menu and open "Approval workflows" page under "Workflows and settings" section. Click on the Bill workflow. Click on the gear icon and scroll down. The default setting for all Organisations is GROSS. Finally, ...
Bill-to-PO Matching: Can I match Bills to Purchase Orders in the mobile app?
Yes, this is perfectly possible. The current Bill Approvers and the Organisation's Administrators can easily match Bills to Purchase Orders in our mobile app. Simply click on the "MATCH" button in the Bill: Next, select the Purchase Orders for ...
Bill-to-PO Matching: Which Purchase Orders are available for matching?
Purchase Orders (PO) can only be matched to Bills if: PO and Bill have the same Supplier and Currency PO is not marked as "Billed". The billed status can be revised. PO date does not exceed the Bill date (if the "No, do not allow matching Bills with ...
Bill-to-PO Matching: advanced settings for Bill-to-Purchase Order Matching
Firstly, the Administrator must ensure that Purchase Order Matching is enabled in the Bill Approval workflow settings. Select your Organisation in the main menu and open "Approval workflows" page under "Workflows and settings" section. Click on the ...
Bill-to-PO Matching: Can I match Purchase Orders to Credit Notes?
The approval of Credit Notes is a separate process (workflow) in ApprovalMax. Currently, we do not support matching Purchase Orders to Credit Notes. However, we are considering supporting this in a future implementation. No ETA is currently ...
Bill-to-PO Matching: Why do I not see the whole list of Purchase Orders when matching with Bills?
ApprovalMax applies a limit to the number of Purchase Orders that are displayed, only the first 100 Purchase Orders are shown. We'd advise you to properly mark Purchase Orders as Billed once they are not needed for matching anymore.
Bill-to-PO Matching: How to handle cases where the Bill is different from the Purchase Order
Sometimes Purchase Orders and the subsequent Bills do not match. However, there are several solutions you can use to fix this issue: Allocate the amount only partially. Ignore the fact that Purchase Order and Bill are different. You still have the ...
Bill-to-PO Matching: Up to which point in the workflow can Bill-to-PO Matching be done?
The Bill-to-PO Matching can be done up to the point where: The Bill is approved* The Purchase Order** is marked as "Billed"* Only an Organisation's Administrator has the authority to match/edit a matching when the Bill has been approved. ** Only ...
Bill-to-PO Matching: How is Bill-to-PO Matching reflected in reporting?
In reports, ApprovalMax includes all relevant Bill-to-PO Matching data and presents the information about which Bills and Purchase Orders were matched. Administrators and Auditors can view the balances of Purchase Orders and Bills, the sum of all ...
Bill-to-PO Matching: What is Bill-to-PO Matching?
ApprovalMax enables Approvers to manually match incoming Bills to the initial Purchase Orders before making their approval decision. This allows for much more control and accuracy at this stage of the approval process. Approvals can be restricted to ...
Bill-to-PO Matching: Who is allowed to match Bills and Purchase Orders?
The Bill-to-PO Matching feature is available to: Current Bill Approver Bill Requester The Organisation's Administrator PO Requester if they were added by an Approver during matching procedure
Bill-to-PO Matching: How can I match Bills and their initial Purchase Orders?
The current Bill Approver or an Organisation's Administrator can match Bills to approved Purchase Orders with the same currency and supplier up to the point where the Bill gets approved* / the Purchase Order is closed - provided the Administrator has ...
Bill-to-PO Matching: What is the remaining balance and when is it recalculated?
During matching, the remaining balances of Purchase Orders and Bills are calculated and can be stated in reports. The remaining balance of Purchase Orders is the difference between the Purchase Order amount and the allocated amounts of all matchings ...
Bill-to-PO Matching: What happens if a Bill amount gets reduced?
If a Bill was matched to a Purchase Order and then the Bill amount gets reduced, there will be a short notification “Check your matching allocations“ for Bills created in ApprovalMax. In the audit trail will be noted that the request has been updated ...
Bill-to-PO Matching: When does a matching get automatically removed?
A matching gets automatically removed if: A Bill is voided / deleted / rejected (the resolution becomes "Cancelled" OR the resolution becomes "Rejected") A Purchase Order is cancelled / deleted (the resolution becomes "Cancelled") The supplier is not ...
Bill-to-PO Matching: How can I match a Bill to a Purchase Order after the invoice has been approved or paid?
Matching is only possible up to the point where a Purchase Order gets marked as "Billed " (*) / a Bill is "Approved". Once this has taken place, only an Administrator has the authority to unmatch/change the matching. (*) The marking as "Billed" can ...
Bill-to-PO Matching: Which matching events are stated in the audit trail?
The following matching events are mentioned in the audit trial: Added matching (who, when, matched requests, allocated amount) Removed matching (who, when, unmatched requests, allocated amount) Auto-unmatching (when, unmatched requests, allocated ...
Bill-to-PO Matching: Auto-marking Purchase Orders as Billed
ApprovalMax supports the automatic marking of a Purchase Order as Billed on the approval of the last Bill matched to that Purchase Order - if the following conditions are met: All Bills matched to this Purchase Order have been pushed to Xero and ...
Bill-to-PO Matching: How can I enable Bill-to-PO Matching?
This is how you enable the Bill-to-PO matching feature: Select your Organisation in the main menu and open "Approval workflows" page under "Workflows and settings" section. Click on the Bill workflow. Click on the gear icon , scroll down to the ...
Bill-to-PO Matching: Migration process from old Matching to new Matching
The previous version of Matching functionality will no longer be supported starting from 1 April 2023. This means that all Organisations should migrate to the new data format to continue using the Bill-to-PO Matching feature. If your Organisation’s ...