Match a supplier invoice to a purchase order
Learn how to connect a supplier invoice with its original purchase order to track expenses accurately and ensure you pay the correct amount.
This guide explains how to match a supplier invoice with an existing purchase order. Matching ensures your job costs are tracked accurately and gives you a clear audit trail for your expenses.
When you create a purchase order (PO), you are recording an official request to buy goods or services. When your supplier sends you their bill, matching it to the PO closes the loop. This confirms that what you were billed for matches what you ordered, preventing overpayments and simplifying cost tracking.
Before you start
- You need a permission level that allows you to create and manage supplier invoices.
- You must have an existing, approved purchase order in AtomicSam for the correct supplier.
- Have the supplier invoice on hand so you can verify the details and enter the invoice number.
Match an invoice to a purchase order
When you receive an invoice from a supplier, you can create a new supplier invoice in AtomicSam and pull in the details from the original PO.
- Navigate to Expenses → Supplier Invoices.
- Select New Supplier Invoice.
- Choose the Supplier from the dropdown menu.
- A section will appear showing open purchase orders for that supplier. Select Match to Purchase Order.
- A list of all open POs for that supplier will appear. Check the box next to the PO you want to match.
- The line items, quantities, and rates from the selected PO will automatically fill the invoice details.
- Enter the Invoice Number and Invoice Date from the document your supplier provided.
- Review all fields to confirm they match the supplier invoice. You can edit any field if needed.
- Select Save or Approve to save the supplier invoice.
💡 Tip: You can match a single invoice to multiple purchase orders. In the selection window, check the boxes for all POs you want to consolidate onto the invoice.
Handle differences between the invoice and PO
Sometimes a supplier's invoice does not exactly match the purchase order you created. You can edit the matched invoice to reflect the actual bill before you save it.
| Scenario | What to do in AtomicSam | Impact on the Purchase Order |
|---|---|---|
| The invoice has a different price. | Edit the Rate or line item Total on the supplier invoice to match the supplier's bill. | The PO value remains unchanged, but the invoice shows the actual cost. This difference is visible for reporting. |
| The invoice is for a partial shipment. | Change the Quantity on the relevant line item to match the quantity you received and were billed for. | The PO status remains Open. The remaining quantity can be matched to a future invoice. |
| The invoice includes an item not on the PO. | Add a new line item to the supplier invoice manually to account for the extra item. | The original PO is not affected. The extra line item exists only on the supplier invoice. |
⚠️ Heads up: When you change a value that was copied from a purchase order, AtomicSam highlights the field. This helps your team quickly see any differences between what was ordered and what was billed.
Good to know
- Matching an invoice to a PO links the two records for tracking purposes. It does not automatically approve the invoice for payment.
- If a PO is linked to a Job, the costs from the matched supplier invoice will automatically appear in the Job's financial summary.
- Once a PO line item is fully invoiced (the billed quantity matches the ordered quantity), it becomes closed. When all lines are closed, the PO status changes to Billed and it cannot be matched again.
- To unmatch an invoice from a PO, you must delete the supplier invoice. This will return the PO to an Open status.