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How to reconcile supplier invoices with POs

This guide explains how to reconcile supplier invoices with purchase orders to ensure they match before approval.

Step by Step Guide:

    Link POs during invoice creation

    1. Once you've defined the invoice header, click on the Add From PO button.
    Note: This option is also available from the Incoming Supplier Invoices page.

    2. You'll get a list of all unmatched purchase orders for the supplier. Check the box(es) to the left of the Order No. and click Add To Invoice.

    3. The system will automatically populate the Job No., Task Type, and Description, and line item details (Supplier Total, Units, Rate, Sub Total, Tax) in the invoice details section. You can override the line item details if the invoice partially covers the order amount.

    4. Submit the invoice.

    Note: If your agency has Manager approval enabled for supplier invoices, you will not be able to approve this invoice until all manager approvals are completed.

    Approve the invoice. You need to have Final (aka Finance) approval rights to do this. At this point, the invoice is posted to the Payables account.

    Note: If your agency has Manager approval enabled for supplier invoices, you will not be able to approve this invoice until all manager approvals are completed.

    Create a supplier invoice from the PO details

    5. You also have the option to create a supplier invoice based on the PO

    Navigate to JOBS > Purchase Orders

    6. Use the page-level filters to narrow down the list of purchase orders. For example, you might want to filter on POs that are not complete or do not have a supplier invoice attached.

    7. Click on the PO Number to open the PO form and click the Supplier Invoices link on the upper right portion of the page.

    8. Click on the Activity dropdown. Select the Supplier Invoices option.

    9. Click on Create Supplier Invoice, and you will see the full form.

    10. Input Invoice No. then click Create Supplier Invoice.

    11. You can click on the Upload button to attach the PDF of the supplier invoice. Then click Submit.

    Tracking the invoice status of POs

    12. Job managers can easily analyze the invoice matching status of purchase orders through a number of options:

    1. Purchase Order Browse Page
    2. Purchase Order Page
    3. Purchase Order Report
    4. Job Transactions Summary

    Purchase Order Browse Page

    13. Navigate to JOBS > Purchase Orders

    14. Enter any relevant filters. You will see how much of the PO amount has been depleted based on invoice(s) matched to it

    Purchase Order Page

    15. Launch the PO form and you'll see the matched supplier invoice by clicking on the Supplier Invoices link on the upper-right hand portion of the form.

    Purchase Order Report

    16. Navigate to JOBS > Purchase Orders

    17. Click on the Purchase Order Report link on the upper-right hand portion of the page.

    18. Report parameters:

    • You can run this report for all purchase orders or only for POs that do not have a matching supplier invoice
    • When running for all POs, check the option to Include Completed Purchase Orders? if you want to see POs that have been marked as Completed

    Job Transactions Summary

    19. Navigate to JOBS > Job Financial Summary

    20. Click into a specific job.

    21. The Unmatched PO's column will indicate the PO amount that does not have a matching supplier invoice