How to match an invoice to a purchase order

Modified on Tue, 6 Jun, 2023 at 9:43 AM

Matching an invoice to a purchase order is available for those using both the Invoice and Purchase Order modules. The invoice must be in New, In Progress, Reset, or Rejected status. The purchase order must be in PO status.

Matching a purchase order to an invoice

Open the invoice details view. On the invoice header details menu, click on the PO Number dropdown.

Here you will see any fully approved purchase orders for this vendor. If you are unable to see your PO number here, it's likely that the purchase order is not fully approved and in PO status, or the purchase order or invoice is not coded to the correct vendor.

Click on the necessary PO number to match the purchase order to the invoice. The PO number field will be filled, and the PO Number column will be visible on the line items menu.

Adopt Purchase Order line coding onto an invoice

Once a purchase order and invoice are matched, you have the option to adopt the purchase order line coding onto the invoice. To do this, click the PO Adoption button on the line item menu. This opens the line adoption menu. Select the lines you want to adopt, and press Adopt Lines. This menu will show you at a glance what lines have already been invoiced, the current draw on the purchase order, and how much remains on the purchase order.

Click save once the lines are adopted to save the changes to the invoice.