# How to handle a partial delivery against a purchase order in IFS Cloud

In IFS Cloud, keep the purchase order open, check each supplier invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced.

A partial delivery is when a supplier delivers and bills only part of a purchase order, so the PO stays open with a balance.

## Before you start

- Procurement
- IFS Purchasing installed and purchase orders entered
- The purchase order number on the invoice before matching

## The IFS Cloud way

Where to find it: Match Supplier Invoice with Purchase Order

1. Enter the receipt reference on the invoice when there are several deliveries and invoices against one purchase order
2. Use Match PO Receipts to match the delivery receipts on the PO
3. Postings are retrieved automatically from the PO receipt lines
4. Receipts not on this invoice stay open for the next invoice
5. Enter the purchase order number on the invoice. Matching runs when the invoice is finally posted.
6. Choose the matching level. Header level ties one balancing posting to the invoice total. Delivery receipt level uses the receipt reference. Line level uses order number, part number, quantity and amount on each invoice line.
7. On Manual Supplier Invoice use Match PO Receipts. The page lists every PO line that is received and checked for quality, and you can change quantity, gross and net price, discount, additional cost and non-deductible tax on each line.
8. To tie postings to one invoice line, select that line and use Match PO Receipts per Line.

## Limits in IFS Cloud

- In 25R2 you can enter an invoice before goods are registered as arrived and run Match Invoices with new PO Receipts once they arrive. The 26R1 process page says the invoice is then matched automatically
- At header level the postings are not tied to invoice lines. They sit against the total net amount.
- Line level matching marks each line Matched, Matched with Amount Diff, Matched Amount Diff within Tolerance, Matched with Quantity Diff or Unable to Match. Lines with a quantity difference or no match need a person to decide.

## Good to know in IFS Cloud

- Matching stops you paying twice for the same parts or paying for returned goods.
- If the supplier later changes the price on parts you already matched, use Price Adjustment Purchase. It only changes the price difference and non-deductible tax postings.
- Cancelling a matched invoice rolls back every matched line and puts the quantity to invoice back up in Purchasing.

## The Pulsify way

1. Sync your open POs from IFS Cloud to Pulsify.
2. Forward each supplier invoice. Pulsify links it to the purchase order and matches lines on quantity and unit price.
3. Pulsify shows how much of the purchase order is claimed, what this supplier invoice adds and what is left.
4. Pulsify flags a line that bills more than what is left on the purchase order.
5. Approve. The supplier invoice is created in IFS Cloud against the purchase order.

Pulsify connects to IFS Cloud. We set up the connection for you.

What Pulsify does not do here:

- Pulsify matches to within 1 cent and has no tolerance setting.
- A lower quantity than the purchase order line is not flagged, because partial delivery is normal.

## Example in IFS Cloud

Example Plumbing Supplies delivers 200 bags of cement on one PO in two receipts, R-1 with 120 bags and R-2 with 80 bags, at $14.00 ex GST. You match at line level.

- INV-501 quotes receipt R-1: 120 bags: $1,680.00 (Matched, R-2 stays open)
- INV-538 quotes receipt R-2: billed 85 bags, 80 received: $1,190.00 (Matched with Quantity Diff)
- INV-602 freight line with no part number: $150.00 (Unable to Match)

Only the first line clears without a decision. The 5 extra bags are $70.00 over the receipt and the freight line has nothing to match against.

## Common mistakes

- Not entering the receipt reference when one PO has several deliveries.
- Forgetting to run Match Invoices with new PO Receipts after the goods arrive.

## Common questions

### What if several deliveries and invoices share one PO?

Enter the receipt reference on the invoice, then use Match PO Receipts to match the delivery receipts.

### Can I enter the invoice before the goods are registered?

Yes. Run Match Invoices with new PO Receipts once the goods arrive.

### What happens to receipts not on this invoice?

They stay open for the next invoice.

### Does Pulsify handle partial deliveries?

Yes. It tracks the PO balance across invoices and flags a line that goes over what is left.

## Sources

- https://docs.ifs.com/ifsclouddocs/26r1/lang/en/SupplierInvoicing/ProcessSubMatchSuppInvPurchOrd.htm
- https://docs.ifs.com/ifsclouddocs/25r2/lang/en/SupplierInvoicing/ActivityMatchPOAutomatically.htm

Source: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-ifs-cloud/ (last checked 2026-10-19)