How to match an invoice to a purchase order - NextGen

Modified on Fri, 08 Mar 2024 at 10:32 AM

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.

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. 

This article describes how to match an invoice to a purchase order generated in Quadient AP. For Sage 100 imported purchase orders check out our article here, and for Sage 300 imported purchase orders check out our 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 PO number to match it 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 can adopt the purchase order line coding onto the invoice. To do this, click the Adopt from purchase order button in the bottom-left corner. 

This opens the purchase order 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.

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