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After you've sent a Purchase Order (PO) to a supplier, you'll want to reconcile it against the supplier's invoice.

AroFlo lets you set up automatic supplier invoice imports so your suppliers can send your invoices straight into AroFlo for you - no more paper or emailed invoices to chase up.

Reconciling a PO to an invoice involves:

  • comparing the ordered items' quantities and prices against those listed on the invoice,
  • updating your inventory item prices where needed, and
  • creating back orders for unfulfilled items.

Imported Invoice

If a Purchase Order has the invoice imported against it, items will be listed showing:

  • any conflicts with existing items
  • no match on imported items
  • a full match on existing items
  • successfully imported items.

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Conflicted ItemItem matches on Part No but either Qty or Cost values are different between PO and Supplier Invoice

Original ItemThis is the original item on the PO

Imported ItemThis is the item imported from the Supplier Invoice

Matched ItemItem was found on PO and Supplier Invoice with no conflict. Item will be automatically set to Verified.

Conflicted Items

If an item on a PO matches an item on the Supplier Invoice, but has a different Qty or Cost value, AroFlo will mark that item as conflicted.

The image below shows an imported supplier invoice with the first item marked as conflicted, highlighted in red. Directly underneath the line item are the original item from the order (marked with a ) and below that is the imported item from the invoice (marked with a). To resolve the conflict, choose which item you would like by clicking on the radio button beside the item.

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To resolve the conflict, choose which item you would like by clicking on the radio button beside the item.

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After selecting the correct item and clicking Save, the item will be marked as matched.

Ad-hoc Items

As part of the reconcile process, you might like to add any ad-hoc items into your inventory, or match them against an existing inventory item.

Insert Into Category

You can easily add new items to your inventory when purchasing by selecting the "Insert into Category" option on any ad-hoc item listed on the PO.

Use the search box to find the category you want to list the item under and double-click to select.

The selected category is now shown on the PO with an option to set the new item's Unit of Measure (UOM).

In Inv.

Once the PO has been saved, the item will display a tick ( ) in the In Inv. column, indicating that the item is an inventory item.

Map to Inventory Item

If an Ad-Hoc item on a PO already exists in your inventory, you can choose to map it to that inventory item and retain either the inventory cost price or the current purchase order's cost price.

Selecting either of the above options will give you a search box showing your existing inventory items, allowing you to search for the item required and double-click to select.

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The selected category is now shown on the PO.

Manual Reconciliation

If you are not importing your Supplier Invoices via email, you will need to check each item listed on the PO against the items listed on your Supplier Invoice and make changes where appropriate.

Dates and Invoice Number

In the top middle of the page are the Date Purchased, Date Received, Date Invoiced, Due Date and Invoice No. fields. These fields will be updated with the details from the Supplier Invoice when imported.

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If you are not importing invoices, you will need to set these fields manually. Please refer to the table below for details.

Date Purchased (Required Field)

When the items are required from the supplier (auto populated with the current date). You can change the date if you need to.

Date ReceivedWhen the items were received from the supplier.
Date Invoiced (Required for Integration)

When the supplier Invoice was received.

The Date Invoiced field must have a date value in order to successfully integrate purchases with your accounts package.

Due Date

When the Invoice payment is due. This field will auto populate based on the terms set in the Supplier card.

If the supplier has no payment terms, the default will be the same as Date Purchased.

Invoice No. (Required for Integration)Supplier Invoice number.
Date / Time ImportedAutomatically populated if PO imports are used.
NotesRecord any notes or instructions relating to the purchase order.

Verify Items

The Verify check box is used to mark items that have had their quantity and pricing checked against the supplier invoice.

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What if the cost is different?

You can update cost fields on a Purchase Order if the supplier charge does not match.

If using Preferred Suppliers, changes to the item cost will automatically update the listed supplier's price on the inventory card.

You can also update inventory costs by clicking(arrow icon). For more information, see Update Inventory Pricing from Purchase Order.

Verify line items before purchase order status can be changed

If the 'Verify line items before purchase order status can be changed' setting is enabled in Site Administration, all items on an order must be verified before the status can be changed to 'Approved'.

Mark as Approved

The final step in the process is to set the PO status to "Approved".

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You can either:

  • set the Status dropdown to Approved and click Save, or
  • mouse over the (three dots) beside the Save button and select Save & Mark as Approved.

Accounting Integration Link

If you have an integration link between AroFlo and your accounting package, purchase orders marked as "Approved" will be picked up by the integration link and imported to your accounting package.