How to reconcile supplier invoices with POs

Match POs to supplier invoices to streamline reconciliation. Accountability facilitates supplier PO and invoice reconciliation by giving users the ability to select from a list of all unmatched purchase orders.  

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, SubTotal, 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. 
5. 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

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

1. Navigate to Jobs>Purchase Orders
2. 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.
3. Click on the PO Number to open the PO form and click the Supplier Invoices link on the upper right portion of the page. 
4. Click on the Create Supplier Invoice button and enter the Invoice No.  The date defaults to today's date, so update it to the date on the invoice.  
5. Click on Create Supplier Invoice, and you will see the full form.  You can click on the Upload button to attach the PDF of the supplier invoice.  
6. Click Submit. 

Tracking the invoice status of POs

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

Purchase Order Browse Page

Navigate to Jobs>Purchase Orders and 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

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 

Navigate to Jobs>Purchase Orders and click on the Purchase Order Report link on the upper-right hand portion of the page.   

• 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 

Navigate to Jobs>Job Financial Summary and click into a specific job.  The Unmatched PO's column will indicate the PO amount that does not have a matching supplier invoice.