Matching and filtering Invoices and their Purchase Orders to assist the approval process.
When approving your invoices, we have some handy functionality to help you view differences or spot overspends by comparing the Purchase Order to the Invoice.
TIP: For this functionality to work well, it’s important that POs are as accurate as possible, with values added and lines added if appropriate.
Viewing the Purchase Order against the Invoice
The first step is viewing the Purchase Order against the invoice that it corresponds to.
If a PO number has been coded against the invoice, you can view the PO in the tab on the right of your invoice approval screen. You will see the value of the invoice and the value of the PO. The values will appear in different colours depending on the totals.
- Green: The value of the invoice and PO match exactly.
- Orange: The value of the invoice is less than the value of the PO.
- Red: The value of the invoice is greater than the value of the PO.
This traffic light system has been designed to help you identify any areas where you might be being overcharged, or instances where the PO was inaccurate. If your PO has a $0 value, the colour will always be red, as the invoice value will always be greater than the PO value.
This information will be available when viewing the invoice at both the check screen and the approve screens.
Approving
As shown in the guide above, we have created the ability to view the traffic light system of Invoice/PO values, and to filter your approval queue using various filters, including whether the PO and invoice value match or not.
You can select either option, as well as any of the other available filter options and then select Apply Filter. Your queue will then be filtered to show the applicable results.
NOTE: To view the remaining invoices, either change your filters and click Apply Filter again, or click Clear Filters to remove all filters and show all invoices in your queue.
Handy Tip
If you are a second approver, and the setting has been enabled, you can also bulk second approve your invoices.
You might, for example, choose to use the PO and Invoice value match filter. This will then filter your second approval queue to show only those invoices with a PO attached where the values match.
At this stage, you can click Select All. Then within the Actions dropdown, you can select Approve Selected.
Please note that in order to do this, the function must have been enabled within the Administration Settings.
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Last updated: 22 February 2024