Link Invoices to P.O.

The Matching Screen in DPO allows you to link an invoice item to an item from a Purchase Order. This ensures financial accuracy and helps track spend against approved budgets.

Steps to Link an Invoice to a P.O. and Send to Approval

Step 1 → Inbox – Validate the invoice in the Inbox

Step 2 → Invoices – The validated invoice now appears under the Invoices section

Step 3 → Matching – Link the invoice to a P.O. or select “No P.O.”

Step 4 → Approval - Once the matching is complete, the invoice automatically moves to the approval stage with the corresponding status

Good to know

• The system automatically suggests the best matching purchase orders based on invoice details. However, these suggestions can always be reviewed and overridden manually if needed
• It is also possible to link multiple invoice items to a single purchase order, especially in cases involving partial deliveries
• Before confirming the match, make sure to carefully review the net amount and the account coding to ensure accuracy
• P.O.s can always be unlinked from the invoice — follow the instructions here.

The system uses AI to suggest the best matches based on:

• Supplier
• Net amount
• Description
• (If already provided) the P.O. number entered during invoice validation
• Link invoice item to P.O. item

How to link an invoice to a P.O.

1. Go to Invoices → Matching Screen and select the relevant invoice.
2. Start the matching process using the link icon; matching P.O. suggestions will appear on the right.
3. Select the appropriate P.O., confirm the match, and optionally link additional line items.

4. A linking window (Step 2/2) opens. You can:

• Adjust the Item Name
• Assign or confirm the Department
• Review or update the Chart of Accounts
• Finalize the link

5. Click “Link Invoice to Item” or click “Link Invoice and Close P.O. Item” if the invoice fully matches and closes the P.O. line

6. The final step is to send the invoice into the approval process. Depending on your settings, this happens in one of two ways:

• With an automatic approval process, fully linked invoices are automatically transferred into the approval workflow. No further action is required.
• With a manual approval process, each invoice must be sent individually. Use the filter view to display only fully linked invoices, open the relevant invoice, and click “Send for approval.”

7. Once sent, the invoice enters the approval workflow and follows the defined approval chain.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you

Updated on: 03/02/2026