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
For bills created from invoice pdfs, Airwallex intelligently scans for PO references on the invoice and pre-filling a match if the corresponding PO is found in the system. You can also manually match a draft bill by selecting the PO from the dropdown menu. Airwallex suggests relevant POs at the top of the list, based on similarity to the bill and values like vendor and billing entity. POs that are Closed or Archived are not shown in this dropdown.
How to match line items
Once you've specified a PO for your bill, Airwallex automatically detects the line items on that PO. When 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
These header values must always match between your bill and the PO: Billing entity, Vendor, and Currency.
Airwallex will also check if the bill total and line item amounts exceed the matched PO. Depending on your organization settings, bills with discrepancies may be blocked from submission. Airwallex flags discrepancies between your bill and the PO, making it simple to handle exceptions. Blocking errors are in red, and non-blocking warnings are in orange
If your bill is blocked from submission, you'll need to select a PO or PO line item that satisfies the matching criteria in your PO settings.
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Approving Matched Bills
You can set separate approval conditions based on a bill's PO-matching status. This enables more granular control, such as creating a simpler, faster approval workflow for bills that are already matched to a purchase order. Learn how to set up approvals here.
Rejecting a bill unmatches it from the PO. You can track all matched bills for PO by navigating to the PO details drawer.