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How to link a Purchase Order to a payment

Depending on your organisation’s Purchase Order settings, payments may require an approved Purchase Order before they can be submitted.

When a Purchase Order is required

Whether a PO is required for the payment is controlled by your organisation’s Purchase Order settings.

If Purchase Orders are enabled as Mandatory for that specific payment type:

  • Users must link an approved PO before submitting an invoice or reimbursement

  • Payments can’t proceed without a linked PO

If Purchase Orders are enabled as Optional for that specific payment type:

  • The PO number field will be enabled in the forms, but will note that they are Optional

  • Payments can proceed without a linked PO

If Purchase Orders are enabled as No Purchase Order required for that specific payment type:

  • The PO number field on the payment will not show

How Weel links Purchase Orders to payments

When creating an AP invoice, reimbursement or payment, Weel helps link the correct Purchase Order in two ways.

Automatic matching

Weel will attempt to automatically match a Purchase Order by:

  • Reviewing the supplier or merchant details on the invoice or payment

  • Matching them to an approved Purchase Order for that supplier

If a suitable PO is found, it will be pre-selected for you.

Manually selecting a Purchase Order

You can also manually assign a PO at any time:

  1. Create or open an AP invoice, reimbursement or card payment

  2. Select an Approved Purchase Order and press Submit

  3. Review the remaining PO balance in the Purchase Order dashboard

Amount differences and partial payments

Purchase Orders don’t need to be used in a single payment.

  • If the payment amount is less than the PO value, the remaining balance stays available on the PO as partially billed

  • If the payment amount is equal to the PO value, the PO will be fully billed

  • If the payment amount is greater than the PO value, you will not be able to match the payment to the PO and you will be required to raise a new PO

Important information

  • POs must be approved before they can be linked to a payment

  • Payments can only be linked to one PO at a time

  • PO requirements apply at an organisation level and can’t be overridden per payment