Advanced Matching: How can I match Bills and their initial Purchase Orders?

Advanced 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 enabled the Bill-to-PO Matching feature.

*An Organisation's Administrator has the authority to edit matchings/unmatch Bills even after their approval.

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

  1. Click on the button :



  2. Select which Purchase Orders are to be matched to a Bill and enter the allocated amount. You can only open the respective Purchase Order to see more details by clicking on it if you are an Administrator or have a relation to the Purchase Order (because you are an Approver or Requester):



    Allocations which can not be edited are shown as dark-green (allocations to Billed POs) and black (allocations to approved Bills).

    Please note: the allocated amount should be a positive value.

  3. When you're ready, click on "SAVE":



  4. All matching information is shown in the Bill and matched PO(s):



  5. If necessary, the Bill Approver can change the matching and edit allocated amounts 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 for matching.
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: only an Organisation's Administrator has the authority to edit a match after the Bill has been approved: