How to match mulitple invoices to a purchase order

Modified on Tue, 6 Jun, 2023 at 12:09 PM

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. All Quadient AP-generated purchase orders and Sage 100 imported purchase orders support multiple invoice matches. For NetSuite imported purchase orders please review the workflow article here, and for Sage 300 imported purchase orders review the workflow article here.

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 lines onto an invoice

Once a purchase order and invoice are matched, you can 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.

How to change quantity/dollar amount on a line item

When matching multiple invoices to one purchase order, you can edit the quantity or dollar amounts. This is useful when you need to only invoice part of a purchase order. 

Open the PO Adoption menu, and select the lines you want to match to the invoice. Back in the invoice details view, edit either the quantity amount (if you have unit cost & quantity enabled) or the dollar amount to indicate that the full line amount is not adopted. 

When matching an additional invoice to the purchase order, the previously invoiced amounts will be indicated in the PO Adoption menu. If a line has been fully invoiced, it ill be greyed out in the PO Adoption menu and you will not be able to select it for adoption. 

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