NETSUITE · IMPORT AND EXPORT

PO matching in NetSuite for importers

Short answer

NetSuite has PO matching built in. Overseas orders ship in parts and in containers. A vendor bill for a part shipment must be matched to what arrived, not the whole purchase order.

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Why it matters for importers

  • Unit prices are in foreign currency, so price and total can differ by the exchange rate between order and invoice.
  • Forwarder and port charges are never on the purchase order but belong to the same shipment.

For importers in NetSuite

  • Receive on the item receipt first. Duty and freight bills often come later, so with Advanced Receiving enter each as a vendor bill using a landed cost item and pick the landed cost category on every line.
  • Back on the item receipt, source that bill on the Landed Cost subtab. A bill appears only in the source list of its own category. A Shipping bill is not offered for Duty.
  • Use the Memo field on the freight bill to hold the shipment or container reference. It shows in the Transaction list when you pick the source.
  • For foreign currency orders, Post Vendor Bill Variances can post Bill Exchange Rate Variance as well as quantity and price variances.

What NetSuite does on its own

3-way match of bill, PO and item receipt with exception routing.

  • Needs Advanced Receiving and the workflow.

Once a bill is entered against PO items, another bill cannot be entered against the same items until the first is processed or cancelled.

What you need and the setup steps: PO matching for NetSuite.

Example

Example Overseas Supplier Ltd invoices USD 8,000 for a purchase order of USD 10,000. The first container has arrived. The second is at sea.

LineAmountWhat the check finds
Container 1 goods, USD 8,000$12,000.00Matches the receipt for container 1 at 1.50
Container 2 goods not yet shippedRemains open on the order
Exchange difference vs order rate$160.00Order was booked at 1.48, so USD 8,000 costs $160 more

The invoice matches container 1 and the exchange difference is explained. The rest of the order stays open until the second container is received.

Common mistakes

  • Matching in AUD only, so rate differences look like price errors.
  • Closing the order after the first container.

Step-by-step guides for NetSuite

What Pulsify adds

Pulsify matches each bill line to a purchase order line and flags extra quantity, a different price or lines not on the purchase order. Pulsify connects to NetSuite. We set up the connection for you. More about PO matching in Pulsify or Pulsify for importers.

More help

Sources

Last checked 2026-10-19.

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Common questions

How do I match a freight forwarder's bill to an import receipt in NetSuite?

Receive the goods on an item receipt, then enter the forwarder's bill with a landed cost item and the right category. On the receipt, source that bill on the Landed Cost subtab. It applies to the received items by weight, quantity or value.

How should importers match part shipments?

Match each supplier invoice to the goods received for that container or consignment. The rest of the order stays open. Compare foreign currency price to the purchase order price, then look at rate difference separately.

Does NetSuite 3-way match need Advanced Receiving?

Yes. Oracle lists Advanced Receiving among the features to turn on, along with Purchase Orders, Approval Routing and SuiteFlow. You also install the Approvals Workflow SuiteApp or use SuiteApprovals exception criteria.

Pulsify setup guides

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