For certain suppliers, a purchase order is always required when making purchases. This requirement ensures that all transactions are properly documented and authorized, helping to maintain compliance with internal procurement policies.
Yokoy lets you flag the supplier as a PO supplier. This means that whenever Yokoy processes invoices for that supplier, it always expects at least one PO number for the invoice.
Usually, Yokoy AI extracts the PO number from the invoice and matches it with the PO data already imported. However, at times the supplier may fail to indicate a PO number on their invoices (or they only provide delivery note numbers), or the PO data of PO number provided on the invoice has not yet been imported in Yokoy when the invoice arrives.
For those cases, when a PO number cannot be found on the invoice, but still the invoice requires PO processing, Yokoy flags the invoice with a notification. If you have enabled PO auto-matching, Yokoy tries to find matching PO lines from the PO data already available in Yokoy.
Enable a PO supplier
You flag a supplier as a PO supplier in the supplier settings (Invoice processor > Suppliers, click on supplier > Settings > Default supplier settings).
You can also specify a supplier as a PO supplier via API and via CSV import.
Processing invoices for PO suppliers
When you process an invoice for a supplier that is flagged as being a PO supplier, Yokoy checks that a PO number has been extracted from the invoice.
Where Yokoy AI is unable to detect and extract the PO number, it displays a notification:
Triggering auto-matching if PO number not found
Yokoy AI looks to detect and extract the PO number from invoices, so it can be used to identify the corresponding PO and automatically match line items. However, at times the supplier may forget to explicitly include the PO number on the invoice.
In these cases, if you have flagged the supplier as being one that always provides POs for invoices, you can configure Yokoy to automatically perform auto-matching (Invoice processor > Suppliers, click on supplier > Settings > Default supplier settings) for this supplier where there is no PO number listed on the invoice.
Yokoy compares the invoice data with the data available for the purchase orders for the supplier and tries to match the invoice to potential PO(s) / GR(s).