Objective

The new Purchase Order (PO) matching feature in AutoEntry for Sage 50 users in the UK and Ireland is now live!

This article will give you an overview of how you can use the feature.

Applies To

  • Sage 50 UK&I users

Procedure

This feature will allow you to match purchase invoices in AutoEntry to open and completed POs in Sage 50 UK&I. When matched invoices are published through to Sage, the PO is then automatically fulfilled and linked to the purchase invoice! A simple drop-down menu allows you to select the relevant PO, and AutoEntry looks after all the rest.

The steps on using this feature are below, but please be aware of the additional information and limitations covered at the end of this article.

In Sage 50

Firstly, before using the feature in AutoEntry, there of course needs to be a purchase order created in Sage first! In order for AutoEntry to be able to match an invoice to a PO, the PO must be created and marked as COMPLETE but NOT FULL or Posted.

Please note: PO's that remain On-Order or marked as Fully Posted cannot be matched to an invoice in AutoEntry.

In AutoEntry

Once an invoice's data has been extracted by AutoEntry and is in your inbox, it can now be matched to a PO before publishing to Sage. To do this, simply click to view the invoice and you will see a drop-down menu to the right for Purchase Orders.

Here, you can select the relevant complete (but not fulfilled) PO you want to match this invoice with. Note, this field is not automatically populated by AutoEntry as AutoEntry does not extract purchase order numbers from invoices. The relevant PO you wish to match the invoice to must be selected here.

Once selected, the PO number and total value will show in the PO field. If an incorrect PO has been selected, you can simply click on the 'x' to remove it and select the correct PO instead.

If the PO you require does not appear as an option, you can click on the re-sync button to the right of the drop-down menu, and AutoEntry will refresh the list of POs available. Please note that this can take a couple of minutes to update.

The Invoice can now be published as normal. In Sage, the PO is updated as POSTED- FULL.

To see the PO details at any stage, click on the suppliers side menu in Sage, and select activity. On the list of purchase invoices, you'll see the small circular icon under the Type column to indicate a matched PO. As normal, you can click on that icon to view the PO as required.

Additional Information

In order for the PO matching feature to work please note the following:

  • In Sage, a PO must be Complete but not Full (posted). POs On-Order or Part Delivered or fully posted are not available to match.

  • The supplier account selected in AutoEntry must match the supplier account in Sage that the PO is raised against.

  • The PO total must match the invoice total in AutoEntry.

When going to select a PO to match against in AutoEntry, if the PO does not appear on the list after a sync has been performed, please ensure the above criteria are met. Otherwise, please ensure the PO has not already been matched to an invoice in AutoEntry. Even if not published to Sage, once selected, that PO is removed from the list of available POs when matching another invoice.

  • Use the re-sync button to update the list of POs in AutoEntry especially if a PO is newly created or for updating the list where no POs are appearing. As usual, it can sometimes take 5 to 10 minutes to update the sync at which point the list of POs will appear.

  • Only ONE invoice can be matched to ONE purchase order. It is not possible to match multiple invoices to one PO (partially fulfilling the PO) and likewise, it is not possible to match one invoice to multiple POs (multiple POs being fulfilled by the one invoice).

  • With Line Item Extractions in AutoEntry, the invoice published from AutoEntry does not update the stock in Sage as this will have already occurred when the PO was marked as complete in Sage.

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