QuickBooks Online matching: How can I match Bills and their initial Purchase Orders?
The current Bill Approver/Requester or an Organisation's Administrator/Owner can match Bills to approved Purchase Orders with the same Product/Service or Category and Vendor up to the final approval of the Bill. An Organisation's Administrator has the capability to unmatch Bills even after their approval, so the POs can be used for further matchings if that's required.
This is how you match a Bill to the corresponding Purchase Order:
Open the Bill and click on the button against the line(s) – it is applicable to the ones, which aren't currently matched. In the matching pop-up you will see POs and lines filtered based on the currently selected line and available for matching. Choose the PO and the line to be matched with and click on the “Match” in the right-upper corner:
If the line of the PO can't be selected (the selector is greyed out) it means that the particular line is already matched. It should be unmatched first to become available for matching again.
The matching information is shown in the Bill and matched PO(s) when you click on the button next to the line:
If necessary, the Bill Approver/Requester or Administrator can remove the matching and select a new Purchase Order for matching.
Please note: the matching can be changed right until the final approval of the Bill.
⚠️ Only Administrators can remove the matching later, but it won't be removed in the Bill already created in the QuickBooks Online