Bill-to-PO 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 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: matching 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 Organisation Administrator has the authority to edit matching after the Bill has been approved:

Watch our video: How to match Bills and Purchase Orders in Xero connected organisations

• Related Articles

• Bill-to-PO Matching: 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 to ...

• Bill-to-PO Matching: Can I match Bills to Purchase Orders in the mobile app?

  Yes, this is perfectly possible. The current Bill Approvers and the Organisation's Administrators can easily match Bills to Purchase Orders in our mobile app. Simply click on the "MATCH" button in the Bill: Next, select the Purchase Orders for ...

• Bill-to-PO Matching: who is allowed to match Bills and Purchase Orders?

  The Bill-to-PO Matching feature is available to the: Current Bill Approver Bill Requester Bill Reviewer Organisation Administrator Purchase Order Requester if they were added by an Approver during the Matching procedure Important note: Purchase Order ...

• Bill-to-PO Matching: Can I restrict users who can match Bills to POs to Administrators only?

  At the moment, it is not possible to restrict the ability to match Bills to purchase orders (POs) to administrators only. The matching feature in ApprovalMax is available to the following roles: Current Bill Approver Bill Requester The Organisation ...

• Video: How to match Bills and Purchase Orders in Xero connected organisations

  ApprovalMax product walk-through: how to match Bills and Purchase Orders in Xero-connected organisations https://www.youtube.com/watch?v=g2REe9NEQcU You can also have a look at this article: How can I match Bills and their initial Purchase Orders?