Import invoice lines from a purchase order

When an invoice bills a purchase order, Import Lines from PO fills the invoice's lines from the PO: item, description, quantity, unit cost and amount. Each imported line is matched to its PO line, so PO match can check it.

Who can do this: users whose role has Enter Invoices or Adjust Invoices, on a company that uses purchase orders.

Opening Import Lines from PO

1. Enter or adjust the invoice, and pick its vendor.
2. Above the GL coding, click Import Lines from PO.

The panel opens on the vendor's purchase orders that still have lines left to invoice. A PO number typed on the invoice that has no lines on it yet is listed first, tagged PO Number. A PO the invoice already bills is tagged On invoice, with how many of its lines are on the invoice, such as "On invoice · 4 of 6 lines".

The panel opens beside the invoice document, so you can read, scroll and click the PDF while you pick lines. Click Move right or Move left to put it on the other side. Close it with the X, or press Escape while you're in the panel.

Finding the PO

The list shows the vendor's 50 newest open POs. To find another one, type part of its PO number or its location in Search PO number or location. The search covers all of the vendor's open POs, not just the 50 shown, and leading zeros don't matter: "1234" finds PO 001234.

If MagiCapture read a PO number off the invoice, Paste captured PO searches for it. Buyer initials, "PO#" and similar extras around the number are ignored, so "JM 35301" or "PO# 35301" finds PO 35301.

Click a PO to see its lines.

Picking the lines

Every line with something left to invoice starts ticked, at the quantity left to invoice. Untick the lines the invoice doesn't bill. A line already on the invoice is marked already added and can't be imported twice.

To take lines from another PO as well, use the back arrow to return to the PO list and open the next PO. The lines you ticked stay ticked. The footer counts everything you've picked, such as "5 lines from 2 POs", with the total. Click Import (for example Import 5 Lines) to bring them all in at once.

If the invoice already has GL lines, you're asked whether to Replace them with the PO lines or Add Below them.

Let AI pick the lines the invoice bills

On an invoice MagiCapture read, click Match to invoice. AI compares the lines on the invoice document with the PO's lines and:

• ticks only the PO lines the invoice bills;
• fills in the invoice's quantity for each, in the PO line's unit. For example, 72 rolls of 300 feet becomes 21,600 on a PO counted in feet;
• uses the invoice's amount for each line, so the imported lines add up to the document. If that amount differs from the PO's price, the difference shows as a price variance;
• lists any invoice lines that aren't on this PO under On the invoice, not on this PO.

Check the result before you import. If nothing matches, the panel says so and keeps its usual selection.

Match to invoice appears only when the invoice has a document and Match PO Numbers Flexibly? is turned on (see below).

Invoices that bill more than one PO

One invoice can bill lines from several POs. Pick lines from each PO in one pass, as described above, or open Import Lines from PO again later to add more. Each line keeps its own PO.

The PO Numbers box

The PO Number box on the invoice lists every PO the invoice bills, each with how many lines it has, and a count such as 3 POs once there is more than one.

• Add a PO without importing by typing its number in the box, or several separated by commas or semicolons, or by picking from the vendor's POs as you type. Leading zeros don't matter. A PO added this way shows dashed until a line is on it, and isn't saved until then.
• Remove a PO with the X on it. If it has lines, you're asked whether to remove them too, or keep them on the invoice off any PO.
• A number that matches none of the vendor's POs shows with a warning icon.

Moving a line to another PO

When an invoice has more than one PO, each line shows its PO in a PO column. Pick another of the invoice's POs to move the line there, or No PO to take it off any PO. When you save, the line is matched on its new PO by item number.

How PO match treats several POs

• The first PO in the box is the invoice's header PO. Freight, misc and tax are checked against it, or, when the header is blank, against the PO of the first line that has one.
• PO match checks quantities against each PO separately.
• On the invoice page, every PO the invoice bills is listed and links to the PO. A line not yet matched reads, for example, "PO 1234 · Unmatched" or "No PO · Unmatched".

Turning on flexible PO number matching

Who can do this: users whose role has Manage Company Profile.

1. Go to Settings → Accounts Payable → MagiCapture.
2. Make sure Capture PO Numbers? is on.
3. Turn on Match PO Numbers Flexibly?

With it on, a PO number MagiCapture captures that matches no PO exactly is tried again without buyer initials, separators and leading zeros, so "JM 35301" or "35301 H" links to PO 35301. MagiCapture also checks numbers printed under other labels, such as "Customer Order #", "Your Ref" or "Job #", and links the one that names a PO, with a note saying where it was found. If two or more could be the PO, it links neither and warns "Multiple possible POs", so you choose. If that still finds nothing, AI looks through the vendor's open POs. A PO it is confident about is linked, with a note on the invoice asking you to check it. If it is less sure, the invoice isn't linked, and a note names the PO it might be. The setting also turns on Match to invoice. It is off by default.