Bill Management
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      How to match your purchase order with the vendor invoice?

      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.

      How-to-match-your-purchase-order-with-the-vendor-bill_FORWARD-OCR (2)

      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.

      Screenshot 2024-05-30 at 9.27.00 PM

      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.

      Match PO to bill-1

       

      4. The list of POs will be shown and you can choose the PO that matches the bill and click on “Proceed”.

      5. Peakflo will automatically match the PO line items to the bill line items and flag the mismatches.

      If the WHT and Tax details are present in the PO, it will automatically get synced for the Bill and the Bill Line Items.


      6. 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.

      7. Once the PO is matched to the receipt note, in the bills and reimbursement table view, you can see the matched PO in the "PO Number" column. 

      Screenshot 2024-03-03 at 8.28.28 in the evening

      Read this article to learn "How to approve bills and schedule them for payments?"