Purchase orders are legal orders that companies send to their suppliers to buy items, services, products. Depending on the industry they could be more or less complex, but they can be represented as follows:
A company (buyer) sends an invitation to tender to their supplier for some goods or services.
The supplier makes an offer for that request.
The company decides to order. Here, the PO is issued from the buyer’s ERP system.
The supplier dispatches the product/service and an invoice is consequentially sent to the buyer.
The buyer pays the suppliers for the goods/services.
Yokoy can automatically match the PO number with the invoice associated with it, reducing the time needed for finance teams to input data (two-way matching).
There are several scenarios:
One PO associated to many invoices: there may be multiple items in the order that are invoiced separately; therefore invoice processors match all of these invoices to a single PO.
Multiple PO matched to one single invoice: the buyer may have requested goods or services separately, which are then combined into a single invoice by the supplier.
Furthermore, companies may want to track the entire procurement journey, from the initial offer to the delivery of the goods or service. Yokoy can track that relationship by matching POs, invoices, and good receipts (GR) documents (three-way matching).
Viewing POs in Yokoy
Purchase orders cannot be manually uploaded to Yokoy. Instead, information on purchase orders and goods receipts is automatically imported from your company’s finance system into Yokoy (or via the Yokoy API).
All imported POs are displayed in Invoice Processor > Purchase orders.
✏️ Note
To view purchase orders as an invoice processor, your Yokoy admin must have enabled purchase orders for your company in Admin > Invoice settings, Enable purchase orders.
Yokoy differentiates between purchase orders and purchase orders line items. The purchase order overview displays all purchase orders including their matching status. You can sort the POs by creation date or expiration date by clicking on the column header.
Invoice processor > Purchase orders
If you click on a purchase order, you can see details of the purchase order, including header information and all the purchase order line items (also called purchase order positions).
Invoice processor > Purchase orders, Purchase order view
Yokoy displays detailed information for that PO such as the supplier name, PO number, total ordered, amount, currency, creation date, expiration date, and payment terms. It shows the listed line items.
Purchase order header information
Field | Description |
Supplier | Supplier of the purchase order e.g. Acme INC |
PO number | Purchase order number |
Total ordered amount | Total budget of the PO. e.g. 60,000 CHF |
Currency | Currency of the purchase order |
Creation date | Date on which the purchase order was created. |
Expiration date | Expiration date of the purchase order. |
Payment terms | Date on which payment is due. |
Purchase order line item information
Field | Description |
Status | Imported from procurement data. Possible values are Active, Deleted, Blocked. See PO & GR statuses.
PO line item status is not updated from actions performed in Yokoy. It can only be updated via external update of PO data through API. |
Position | Position of the item line within the purchase order. |
Description | Text description of the line item. |
Article Nr | Item master number defined in the inventory system of the customer. |
EAN/UPC | EAN/UPC barcode number, if applicable. |
Cost object | Depending on the type of the item (inventory or non-inventory) cost object can be applicable to the line or not. For inventory items, the cost object is usually derived in the procurement system on posting of the invoice. |
Category | Depending on the type of the item (inventory or non-inventory), category can be applicable to the line or not. For inventory items, the category is usually derived in the procurement system on posting of the invoice. |
Unit | Unit of measurement. |
Qty ordered | Quantity of the item/service that has been ordered. |
Qty delivered | Quantity of the item/service that has been delivered. Used in combination with goods receipt. The quantity delivered of a PO Item is equal to the sum of the quantity delivered of all associated goods receipts. |
Qty matched | Quantity of the item/service that has already been invoiced by the supplier and matched to the PO Item. When three-way matching is used, the quantity matched of a PO Item is equal to the sum of the quantity matched of all associated goods receipts. |
Item price | Unit price of the item/service. |
Ordered amount | Net amount of the total quantity of the item/service that has been ordered |
Delivered amount | Net amount of the total quantity of the item/service that has been delivered. Used in combination with goods receipt. The delivered amount of a PO Item is equal to the sum of the delivered amount(s) of all associated goods receipts. |
Matched amount | Net amount of the item/service that has already been invoiced by the supplier and matched to the PO Item. When three-way matching is used, the matched amount of a PO Item is equal to the sum of the matched amount(s) of all associated goods receipts. |
Matching status | Status assigned by Yokoy based on imported PO item data and invoice matching actions performed within Yokoy Invoice. |
Matched invoice | Displays a list of all invoices matched to the PO item. If there is only one, you’ll see just one invoice here. If there are multiple, you see Multiple placeholder, which you can click on to see the full list of matched invoices.
Matched invoices can be split into two types:
|
Goods receipt | Displays information on the goods receipt transaction(s) performed for the PO item. See Goods receipts in Yokoy. |
Matched invoice with multiple invoices
Filtering purchase orders
You can filter the POs by different options:
Search PO number: search for a PO by PO number
Supplier
Creation date
Expiration date
PO status
Currency
Total ordered amount
Viewing PO line items in the invoice matcher
Purchase order items are displayed in the invoice matcher window when you choose a PO in the PO line item column.
Invoice processor > Invoices, Invoice line item matcher
In the invoice matcher window, you select a PO line item or a GR line item to match it against an invoice line item. See Matching invoices with POs (two-way matching) or Matching invoices with POs and GRs (three-way matching).