How can I match Bills with their initial Purchase Orders?

How can I match Bills with their initial Purchase Orders?

The current Bill Approver, Purchase Order Requester, or the Administrator can match Bills and approved Purchase Orders with the same currency and supplier up to that point where the Bill got approved / the Purchase Order was closed - provided the Organisation's Administrator has enabled the Bill to PO Matching feature. 

This is how you match a Bill to the corresponding Purchase Order:

  • Click on the button 



 

  • Select the matching pattern: either match multiple Bills to one Purchase Order, or one Bill to multiple Purchase Orders.

    Please note: in the current matching version we do not support many-to-many matching pattern. This means, if a Bill was already matched to a Purchase Order using the matching pattern One Bill to many Purchase Orders, you will not be able to match the same Purchase Order to yet another Bill.
    Please note: many-to-many matching pattern is supported only as a part of matching v2 which is currently available under the Beta key. If you'd like to give it a try, please contact us.


  • Select which Purchase Orders are to be matched with a Bill. You can open the respective Purchase Order to see more details by clicking on "Open".


  • When you're ready, click on "DONE".


  • The Bill Approver will be offered to add the Purchase Order Requester as an Approver for the Bill:


 

  • All matching information is shown in the Bill:


  • If necessary, the Bill Approver can change the matching to fix an error by clicking on the  button.

    The Bill Approver can also either remove the matching (untick the checkbox) or select a new Purchase Order to match with.
    Please note: a match can be changed right until the Bill has been approved / the Purchase Order is marked as "Billed" (the "Billed" status can be revised in ApprovalMax).
    Please note: in matching v2 which is currently available under the Beta key, Organisation admin can edit matching at any step, even if a Bill is approved. If you'd like to give it a try, please contact us.




 

 



    • Related Articles

    • Matching V2: 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 ...
    • Matching V2: 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 ...
    • What is Bill to PO Matching?

      ApprovalMax enables Approvers to manually match incoming Bills with the initial Purchase Orders before making their approval decision. This allows for much more control and accuracy at this stage of the approval process. Limitations for approvals can ...
    • Who is allowed to match Bills to POs?

      The Bill to PO Matching feature is available to these persons: Current Bill Approver Purchase Order Requester The Organisation's Administrator
    • Xero Bill life cycle

      Bill creation There are several ways of creating Bills in ApprovalMax, please follow this link for details: How you can create Bills in ApprovalMax. Bill-to-PO matching The current Bill Approvers, Purchase Order Requesters and Administrators of an ...