Bill-to-PO Matching: Auto-marking Purchase Orders as Billed

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:
  1. All Bills matched to this Purchase Order have been pushed to Xero and their status is Approved.
  1. The automatic marking as Billed has been enabled in the Purchase Order settings:


    A Purchase Order will be automatically marked as Billed on the approval of the last Bill matched to this Purchase Order, if the remaining Purchase Order balance settings made in the Bill workflow are met.

  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:

Please note: if one of the matched Bills is later unmatched, the Purchase Order that was previously marked as Billed (either automatically or manually) will only get automatically unmarked if the respective setting in the Purchase Order workflow has been activated, i.e. set to "Yes, revoke its marking as Billed":


If a Purchase Order gets automatically unmarked as Billed, it will be logged in the Purchase Order audit trail and the Requester is notified by email.