Matching a draft bill to a Purchase Order (PO) in Airwallex is designed to be straightforward, with automated assistance to streamline your process.
How to Match a Draft Bill to a PO
When you're working on a draft bill, you can easily link it to a PO. In the bill form, simply select the relevant PO from the dropdown menu.
For even faster matching, if you upload a bill PDF that includes a PO number, Airwallex uses Optical Character Recognition (OCR) to detect it and will automatically pre-select that PO for you. You can always override this selection manually if needed.
Airwallex also provides helpful suggestions by displaying relevant POs at the top of the list. These suggestions are based on factors like a detected PO number match, or if the PO is open and shares the same vendor and billing entity as your bill.
How to match line items
Once you've specified a PO for your bill, Airwallex automatically detects the line items on that PO. When you're matching bill line items, you can select from a dropdown list of available PO line items for each bill line item. Airwallex then compares the amount on your bill line item against the amount on the selected PO line item to validate the match.
Understanding Error Messages
To ensure accuracy, certain header values must always match between your bill and the PO: Billing entity, Vendor, and Currency.
Depending on your organization's specific PO matching configuration, amount mismatches for both the bill total and individual bill line items might also prevent the bill from being submitted.
To resolve any mismatches that are blocking your bill submission, you'll need to select a PO and/or PO line item that satisfies the matching criteria for that bill. We're planning to introduce a "Change Orders" feature in the future to make managing these discrepancies even easier.
Airwallex clearly displays any mismatches between your bill and the PO, making it simple to compare them, regardless of whether your organization's settings block submission or not.
Mismatches that prevent the bill from being submitted are highlighted in red.
Mismatches that do not block the bill from being submitted are displayed in orange.
Approving Matched Bills
If a bill is approved, it remains matched to the PO. You can track its details directly against the PO in the PO details drawer. If a bill is rejected, it will be automatically unmatched from the PO.
You can always view all bills matched to a specific PO within that PO's details drawer.