Matching V2: Migration process from Matching v1 to Matching v2

Matching V2: Migration process from Matching v1 to Matching v2

We are currently working on a new matching feature to allow Bills-to-Purchase Orders matching in a many-to-many pattern.

The Beta version is already available, so please contact us if you’d be interested in giving it a try.  

If you already have matched Bills to Purchase Orders, you can migrate your data once the new matching feature has been turned on for your Organisation:

  1. Go to the "Organisation" page under the main menu (if you use the new menu, select your Organisation and open Workflows and settings > Organisation Settings and Connection) and click on the button “SWITCH TO THE NEW MANY-TO-MANY MATCHING” :
  2. In the next pop-up window, confirm that you agree and want to migrate your data to the new matching version:
Please note: this process cannot be revoked.
  1. After the migration has finished, the “Matching v2” Beta is automatically enabled and the button will disappear from the "Organisation" page.
Important note:
It is highly recommended to migrate data only at weekends in order to exclude the situation that Bill-to-PO matching actually takes place during the migration. If matching is done during a migration, it will not be reflected and you'll need to repeat that matching after the migration is finished.

Migration scenario:

Migration is only required if you have previously used Matching v1.

1 Bill – Many POs
  1. The Bill amount is over or equal to the sum of all matched Purchase Order amounts: each allocation equals the matched Purchase Order amount
  2. The Bill amount is less than the sum of all matched Purchase Orders: each allocation equals zero
Please note: an Organisation's Administrator has the authority to edit a matching manually/unmatch even if the matching Bill has been approved/the Purchase Order is marked as "Billed".

Many Bills – 1 PO

  1. Each allocation equals the matched Bill amount. The Purchase Order remaining balance may be negative in this case. The Organisation's Administrator may edit a matching if needed.

    • Related Articles

    • 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 ...
    • Matching V2: How can I enable the new Bill-to-PO Matching v2?

      If you've previously used Bill-to-PO matching, then request a Beta and proceed with the migration. If you haven't used matching before and you’d be interested in giving the new many-to-many matching a try, please contact us. After the Beta version ...
    • Matching V2: 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* The Purchase Order** is marked as "Billed"* Only an Organisation's Administrator has the authority to match/edit a matching when the Bill has been approved. ** Only ...
    • 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 ...
    • Matching V2: How is Bill-to-PO Matching reflected in reporting?

      In reports, ApprovalMax includes all relevant Bill-to-PO Matching data and presents the information about which Bills and Purchase Orders were matched. Administrators are also able to view the balances of Purchase Orders and Bills, the sum of all ...