When an invoice comes in from a vendor or your employee, you can match the purchase order automatically.
Peakflo will use OCR (optical character recognition) to scan the information in the vendor invoice. You will first need to forward the bill to the OCR email ID, which you can find by clicking on the three dots in the Bills section.
.gif?width=600&height=316&name=How-to-match-your-purchase-order-with-the-vendor-bill_FORWARD-OCR%20(2).gif)
Table of Contents:
1. How is the bill matched with the PO when the PO number is present in the bill?
2. How to match POs to bills when the PO is not present in the bill?
How is the bill matched with the PO when the PO number is present in the bill?
When the PO number is present in the bill file, Peakflo's OCR will capture the PO number and automatically match it with the bill. As a result, you don’t have to do the mapping manually and can proceed with validations automatically. All the PO details and the PO line item details such as WHT, taxes, discounts, etc. will also be synced from the PO to the Bill automatically.
The PO line item and bill line item will also be automatically matched based on the line item name and the line item unit price. Peakflo will also flag if there are any mismatches.
Note:
If you have custom fields that are the same for both POs and Bills, then Peakflo will automatically fill in the custom field in the bill with the value from the PO after they are matched. However, if there are multiple POs, it will use the custom field from the first PO.
Similarly, if you have custom fields that are the same for both PO line items and Bill line items, then the system will automatically fill in the custom field in the bill's line item with the value from the PO's line item after they are matched.
If there’s a mismatch, it will appear as a warning, and your AP team can leave comments and tag the stakeholders to resolve the warnings.
Then save the bill to complete the process.
How to match POs to bills when the PO is not present in the bill?
1. To match the PO to the bill, go to the “Bills” tab under “Payables”.
From the “PO Number” column, you can see if the purchase order number has already matched with the bill. If this column is empty, then there are no POs matched.
2. Hover over the bill you want to match with a PO, then click on the pencil icon on the screen.
3. Once the bill is opened, click the “Match PO” button.
4. The list of POs will be shown and you can choose the POs that match the bill and click on “Proceed”.
When you select multiple POs for a bill, the total count of POs will be shown in the heading. Clicking on the Matched POs field opens a search bar where you can find POs by their number.
Use the "Remove All" option to clear all mapped POs at once, returning to the unmapped state.
5. If you want to manually match the POs line items and bill line items, then click on the "Manually Match" option.
If you want Peakflo to automatically match the line item details, the click on "Yes, Override" option.
6. Peakflo will automatically match the POs line items to the bill line items and flag the mismatches.
- When a bill is linked to multiple POs, the bill’s custom field will auto-fill with the value from the first PO if the custom fields are the same.
- If the WHT, Discounts, and Tax details are present in the POs, they will automatically get synced for the Bill and the Bill Line Items.
7. If there’s a mismatch, it will appear as a warning, and your AP team can leave comments and tag the stakeholders to resolve the warnings.
8. Once the PO is matched to the bill, in the Bills pop-up view, you can see the matched POs in the "Matched Purchase Order" field. 
The matched details will also be visible on the PO view tab.
Read this article to learn "How to approve bills and schedule them for payments?"