Advanced Matching: Advanced settings for Bill-to-PO Matching

Advanced Matching: Advanced settings for Bill-to-PO Matching

Firstly, the Administrator needs to ensure that Purchase Order Matching is enabled in the Bill Approval workflow settings.
To do so, go to the Bill Creation, Review and Approval workflow under Approval Workflows and click on the gear icon:






Then, check if the option "Allow users to match Bills to Purchase Orders" has been activated:


Next, decide on the advanced settings.

Can a Bill be approved if it is not yet matched to a Purchase Order?

  1. If the option "Can a Bill be approved if it is not yet matched to a Purchase Order?" is set to "Yes, unmatched Bills can be approved", the approval of Bills that have not been matched to their corresponding Purchase Order(s) is allowed:



  2. If the option "Can a Bill be approved if it is not yet matched to a Purchase Order?" is set to "Yes, unmatched Bills up to the following amount can be approved", the approval of Bills up to the specified amount that have not been matched to their corresponding Purchase Order(s) is allowed:



  3. If the option "Can a Bill be approved if it is not yet matched to a Purchase Order?" is set to "No, unmatched Bills cannot be approved", the approval of Bills that have not been matched to their corresponding Purchase Order(s) is restricted. 

Can a Bill be approved if the remaining balance of any matched Purchase Order is below zero?

This setting regulates whether or not Bills can be approved even if the amount of all matched Bills exceeds the amount of matched Purchase Order(s). The Administrator can set an amount limit for the remaining Purchase Order balance so that the matched Bills can exceed the matched Purchase Order(s) by a certain amount and still get approved.

  1. If the option "Can a Bill be approved if the remaining balance of any matched Purchase Order is below zero" is set to "Yes, such Bills can be approved", Purchase Orders will be auto-marked as Billed if the Purchase Order's remaining balance is below zero:

  2. If the option "Can a Bill be approved if the remaining balance of any matched Purchase Order is below zero" is set to "Yes, such Bills can be approved if the PO's remaining balance is no more than X per cent below zero", Purchase Orders should get auto-marked as Billed if the Purchase Order's remaining balance is between -X% and 0:

    For example: if the Purchase Order amount is 100 AUD and the setting is 15%, it means a Bill can be approved if the Purchase Order's remaining balance is between -15 AUD and 0.

  3. If the option "Can a Bill be approved if the remaining balance of any matched Purchase Order is below zero" is set to "Such Bills can be approved if the PO's remaining balance is no more than N below zero", the Purchase Order should be auto-marked as Billed if its Purchase Order's remaining balance is between -N and 0:

    For example: if the Purchase Order amount is 10000 AUD and the setting is 1000 AUD, the sum of all matched Bills should be no more than 11000 AUD, i.e. the Purchase Order's remaining balance is between -1000 AUD and 0.

  4. If the option "Can a Bill be approved if the remaining balance of any matched Purchase Order is below zero" is set to "No, such Bills cannot be approved", the Purchase Order should be auto-marked as Billed if its remaining balance is 0:

Can a Bill be matched to a Purchase Order which has a later date?

This setting regulates whether or not Bills can be matched to Purchase Order(s) that were issued later than the corresponding Bill.
  1. If the option "Can a Bill be matched to a Purchase Order which has a later date?" is set to "Yes, allow matching Bills to retrospective Purchase Orders", matching Bills to Purchase Order(s) that were issued later than the corresponding Bill is allowed:

  2. If the option "Can a Bill be matched to a Purchase Order which has a later date?" is set to "No, do not allow matching Bills to retrospective Purchase Orders", matching Bills to Purchase Order(s) that were issued later than the corresponding Bill is restricted:


Which type of amounts should be used in the matching allocations?

The remaining balances are calculated depending on whether the setting is currently set to gross or net.
  1. If the option "Which type of amounts should be used in the matching allocations?" is set to "Gross amounts", the remaining balance is calculated as the difference between the gross amount and the sum of all allocations:



  2. If the option "Which type of amounts should be used in the matching allocations?" is set to "Net amounts", the remaining balance is calculated as the difference between the net amount and the sum of all allocations: