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How to link a Purchase Order to a payment

  • Updated

Link an approved Purchase Order to a bill, reimbursement, or card transaction so your payment reflects approved spend, with background in What are Purchase Orders?.

Before you start

  • Your organisation sets whether a Purchase Order is Mandatory, Optional, or Not required, separately for Accounts Payable, Reimbursements, and Card transactions, and this can't be changed for an individual payment. See How to customise which payment types require a Purchase Order.
  • If it's Mandatory, you must link an approved Purchase Order before you can submit.
  • If it's Optional, the Purchase Order field shows but submission doesn't require one. If it's Not required, the field doesn't appear at all.

Steps

  1. Create or open the payment: an Accounts Payable invoice, reimbursement, or card transaction.
    • For an Accounts Payable invoice from a scanned document, Weel automatically links a matching Purchase Order using the PO number printed on the invoice, not the supplier or merchant name, when a Pending, Approved, or Partially Billed Purchase Order matches. It shows with an AI-suggested indicator, and doesn't apply to reimbursements or card transactions.
  2. If a Purchase Order isn't already linked, open the Purchase Order field and search by PO number.
    • Purchase Orders from the same supplier are sorted to the top of the list, but aren't selected automatically.
  3. Select the Purchase Order you need, then submit the payment.
    • Only Approved or Partially Billed Purchase Orders can be selected here. A Purchase Order still awaiting approval shows as Pending but is disabled, even though that same Pending Purchase Order can be linked automatically in step 1. Each payment links to just one Purchase Order.
  4. Check the Purchase Order's remaining balance on the Purchase Order dashboard or its own detail view.

What happens next

Once you submit, the Purchase Order's remaining balance updates and carries over to future payments, so a Purchase Order can be drawn down across several bills, reimbursements, or card transactions until it's fully billed.

  • If your payment is less than the remaining balance, the difference stays available and the Purchase Order shows as Partially Billed.
  • If it matches exactly, the Purchase Order becomes Fully Billed. If your payment is greater than the remaining balance, Weel blocks the submission, and you'll need to raise a new Purchase Order or split the payment to cover the difference.

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