How to Match an Individual Purchase Order to an Invoice - NextGen

Modified on Thu, 22 Feb 2024 at 03:22 PM

This article relates to the Quadient AP NextGen UI, which is being released to our customers on a rolling basis. To learn more about the NextGen UI, please reach out to your Customer Success Manager.


Please Note: There are ongoing updates to the Invoice and Purchase Order Header Details view. Your Header Details may look slightly different from what you see in the screenshots below.

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. 


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 Adopt from Purchase Order option on the bottom left corner of the invoice line coding menu. 


This opens the line adoption menu. 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. Select the lines you want to adopt, and press Adopt Lines.


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