Learn how to match a Purchase Order to an Invoice.
When an Invoice is created via the Paperless Invoice method, PurchasePlus will automatically match a Purchase Order to the Invoice, if it can find a logical match. You may need to manually match a Purchase Order to an Invoice because the Supplier did not add the Purchase Order number to the Invoice when they sent it to you via PurchasePlus. If the Invoice was manually created, the Purchase Order must also be manually matched.
There are two ways to match a Purchase Order to an Invoice, and we will cover both of these in this article:
1. Match a Purchase Oder to an Invoice.
2. Match an Invoice to a Purchase Order.
We also cover how to Remove a Purchase Order from an Invoice.
Match an Invoice to a Purchase Order
1. Select [Purchase Orders] → [View All] and find the Purchase Order, you would like to match to an Invoice.
2. Select the [Match] button in the Invoices column. If you see a number instead of the Match icon, it indicates that an Invoice has already been matched to the Purchase Order. You are able to match multiple Invoices to one Purchase Order.
3. A window will open listing all available Invoices that you could potentially match to the Purchase Order. This list is pre-filtered by the Purchase Order Supplier, but you can remove this Supplier filter if needed. Select the [Match] checkbox on the Invoice you would like to match, then click [Apply Match].
4. Alternatively, you can also take the steps above while within the Purchase Order. Click either the [Match] button in the Invoice header, or click the [Match Invoices] button from the quick action bar.
Match a Purchase Oder to an Invoice
1. Select [Invoices] → [View All] and find the Invoice you would like to match with a Purchase Order.
2. Select the [Match] button in the Purchase Order column. If there is already a Purchase Order number appearing in the column, a Purchase Order has already been matched to the Invoice. You are able to only match a single Purchase Order to an Invoice.
3. A window will open listing all available Purchase Orders that you could potentially match to the Invoice, and a column that displays a count of Invoices already matched to the PO:
Select the [Match] checkbox next to the Purchase Order you would like to match, then click [Apply Match].
4. Alternatively, you can also take the steps above while within the Invoice. Click the [Find and Match] button in the quick action bar.
Removing a Purchase Order from an Invoice
If you find that a Purchase Order has been incorrectly matched to an Invoice, you can remove the Purchase Order from the Invoice when:
- All Invoice Lines are not linked to any Purchase Order Lines. If any of the lines are linked, you will need to manually Unlink each line. See our Link/Unlink Invoice Lines to Purchase Order Lines article to learn more.
- The Invoice is in an 'OPEN' or 'FLAGGED' state.
- You have the correct permissions.
How to Remove a Purchase Order from an Invoice
1. Open an Invoice and click the [Show or Hide Details] button in the Invoice header.
2. Find the Purchase Order field and click [Remove Match]. This option will only be available if the above conditions are met.
3. Alternatively, you can select the [Purchase Order] tab within the Invoice, and click the [More Menu] on the Purchase Order, then [Remove Match].
