How to set up a report to check both the Bill-to-PO matching and Purchase Order balance
In ApprovalMax, you can create reports showing all requests awaiting approval by a particular person.
This is how you create such a report:
- On the Reports page, start creating a new report by clicking on the "NEW REPORT" button:
- In the first screen, tick the checkbox next to Purchase Order and click on NEXT:
- In the next screen, specify the filters and click on NEXT:
Matched Bills: Matched
- In the following screen, activate the checkboxes next to Matched Bills and Purchase Order Balance. Also, you are free to select any columns you want to be visible:
When ready, click on NEXT.
- In the final screen, name your report and click on CREATE:
You'll now see all Purchase Orders that have been matched to Bills as well as the Purchase Order balance (Purchase Order amount minus the amounts of all open and approved Bills matched to it):
Please note: this is only the case if you select the "Multiple Bills – One PO" pattern when you’re matching. If you select "One Bill – Multiple POs", the Purchase Order balance cannot be calculated and will therefore not show in the report.
Such reports can be scheduled, printed or downloaded as a .csv file.
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 ...
How is Bill to PO Matching reflected in reporting?
In the reports, ApprovalMax includes all relevant Bill to PO Matching data and presents the information on which Bills and Purchase Orders were matched. Users are also able to view the Purchase Order Balance. The PO Balance report shows the remaining ...
Up to which point in the workflow can Bill to PO matching be done?
The Bill to PO matching can be done up to the point where the: Bill is approved Purchase Order* is marked as billed * – only approved Purchase Orders originated both in Xero and ApprovalMax can be matched with Bills.
Which Purchase Orders are available for matching?
Purchase Orders (PO) can only be matched to Bills if: PO and Bill have the same Supplier and Currency PO is not marked as billed PO date does not exceed the Bill date (if the "No, do not allow matching Bills with retrospective POs" option is chosen ...
How can I enable Bill to PO Matching?
This is how you enable the Bill to PO matching feature: Go to Approval workflows > Bill Review and Approval workflow. Click on theicon and enable PO Matching. Now, you will see matching blocks for both Bills and Purchase Orders. Learn how to match ...