Matching v2
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". Billed status can be revised. PO date does not exceed the Bill date (if the "No, do not allow matching Bills with ...
Advanced settings for Bill-to-PO Matching
Firstly, the Administrator needs to ensure that "Purchase Order Matching" in the Bill approval workflow settings is enabled. To do so, go to the Bill Creation, Review and Approval workflow under "Approval workflows" and click on the gear menu. Then ...
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 to support this in a future implementation. No ETA is currently available ...
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.
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 ...
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 ...
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 are also able to view the balances of Purchase Orders and Bills, the sum of all ...
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 ...
Who is allowed to match Bills and Purchase Orders?
The Bill-to-PO Matching feature is available to: Current Bill Approver The Organisation's Administrator
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 ...
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 ...
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 ...
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 ...
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 ...
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 ...
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 ...
How can I enable the new Bill-to-PO Matching v2?
If you've previously used Bill-to-PO matching, then request a Beta and proceed with the migration. If you haven't used matching before and you’d be interested in giving the new many-to-many matching a try, please contact us. After the Beta version ...
Migration process from Matching v1 to Matching v2
We are currently working on a new matching feature to allow Bills-to-Purchase Orders matching in a many-to-many pattern. The Beta version is already available, so please contact us if you’d be interested in giving it a try. If you already have ...