PO matching for SAP B1

PO matching means checking a supplier bill against the purchase order it belongs to before you pay it.

What SAP B1 does on its own

Matching is done by copying. You copy a purchase order to a goods receipt PO and then copy the goods receipt PO to an A/P invoice, checking price and quantity on the way. There is no price tolerance on this match.

What you need in SAP B1

• Purchase order
• Goods receipt PO for each delivery

Setting it up in SAP B1

Where to find it: Goods Receipt PO > Copy To > A/P Invoice, or A/P Invoice > Copy From > Goods Receipt PO

1. Open Goods Receipt PO and choose Copy From the Purchase Order.
2. Change the quantity on each line to what arrived.
3. Add the goods receipt PO. The order stays open for the rest.
4. Copy the goods receipt PO to an A/P invoice when the supplier bills.
5. Check price and quantity, then Add.

Good to know in SAP B1

• A purchase order adds to available inventory quantity and does not change the accounts. The goods receipt PO raises the actual quantity.
• If you make an A/P invoice with no goods receipt PO behind it, the invoice also raises stock quantity.
• The Purchase Analysis by Items report shows open quantities on part copied orders.

How to do it in SAP B1

How to match a vendor invoice to a purchase order in SAP B1

In SAP B1, open the purchase order, compare each A/P invoice line to the purchase order line on quantity and unit price and query any difference before you approve.

How to handle a partial delivery against a purchase order in SAP B1

In SAP B1, keep the purchase order open, check each A/P invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced.

What Pulsify adds

1. Your open purchase orders come into Pulsify from SAP B1.
2. Pulsify links each invoice to its purchase order.
3. It matches each invoice line to a PO line and flags lines that bill more than ordered, are priced differently or are not on the PO.
4. A panel shows how much of the PO has been claimed, what this invoice adds and what is left. This handles part deliveries and progress claims.
5. Approve. The A/P invoice is created in SAP B1 against the purchase order.

Pulsify connects to SAP B1. We set up the connection for you. More about PO matching in Pulsify.

What Pulsify does not do

• PO matching is two-way: invoice to PO. Pulsify has no goods receipts.
• There is no tolerance setting. Pulsify compares to the cent and the approver decides.

More help

• PO matching for Business Central
• PO matching for MYOB Acumatica
• PO matching for Sage 200
• Supplier price checks for SAP B1
• Purchase orders for SAP B1
• Supplier statement reconciliation for SAP B1
• All SAP B1 how-to guides

Sources

Last checked 2026-10-19.

• help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44fd93db93202463e10000000a1553f7.html