How to Match a P.O. to an Invoice

The P.O. Matching View allows users to initiate the invoice linking process directly from the purchase order side. This method works in the same way as linking from the invoice view but starts with the P.O.

Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn how to match and link invoices from a P.O. in DPO.

Good to Know

• The system automatically suggests the most relevant invoices based on their content. However, suggestions can always be reviewed and adjusted manually
• Multiple invoices can be linked to a single P.O. item, for example, in the case of partial deliveries.
• Before confirming the linkage, net amounts, account codes, and department assignments should be carefully reviewed

Different Ways to Match P.O.s and Invoices

There are different ways to link P.O.s and invoices in DPO:

• P.O. Matching View: Go to Invoices → Matching and switch to the P.O. view to start the matching process from a purchase order.
• Invoice Matching View: Start with an invoice and select the corresponding P.O. or P.O. item.
• Match Mode: You can also access Match Mode directly from a P.O. or invoice to link or unlink documents.

The matching result is the same, so you can use the method that best fits your workflow.

How to link a P.O. to an invoice in the Matching Screen

1. Go to Invoices → Matching and switch the view from Invoice to P.O.
2. Select the relevant P.O.; suggested invoice matches will appear on the right.
3. Click the link icon next to the correct invoice
4. Select "Link Invoice to Item" to complete the match

Matching Window (Step 2/2)

Before completing the match, you can:

• Edit the item name
• Assign or confirm the department
• Review or update the Chart of Accounts
• Review the matching information
• Leave a Comment

Final Matching Options

You can choose between:

• “Link Invoice to Item” – Links the invoice while keeping the P.O. item open.
• “Link Invoices and Close P.O. Item” – Links the invoice and closes the P.O. item.

Use “Link Invoices and Close P.O. Item” when the invoice fully covers the P.O. item and no further invoices are expected for that item.

Removing a Match

If an invoice has been linked to the wrong P.O. item, you can remove the match using Match Mode.

1. Open the relevant P.O.
2. Click “Match Mode.”
3. Select the link icon on the P.O. item, followed by the link icon for the linked invoice.
4. Confirm the action by clicking “Yes, unlink item.”

The invoice and P.O. item will then be unlinked.

Approval Process

The final step is sending the invoice into the approval workflow.

Depending on your configuration, this happens in one of two ways:

Automatic Approval Workflow:
Fully matched invoices are automatically transferred into the approval workflow. No additional action is required.

Manual Approval Workflow: Each invoice must be sent manually for approval.

To enable this setting:

1. Go to Settings → Invoices.
2. Enable “Auto send fully matched invoices for approval.”
3. Click “Save.”

How it works

If automatic submission is not enabled, fully matched invoices must be sent for approval manually.

1. Use the filter view to display: only fully matched invoices
2. Open the desired invoice
3. Click: “Send Invoice for Approval”

After submission, the invoice enters the configured approval workflow automatically.

Questions or need help?
Our customer support is always available to help with any questions or setup assistance

Contact us
Email: support@digitalpurchaseorder.com
Support: +1 888 DPO 7254
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956

Or book a personalized support call
We look forward to hearing from you.

Updated on: 20/08/2026