# PO matching in SAP B1 for manufacturers

SAP B1 covers part of PO matching on its own. Raw material orders have many lines and arrive in parts. A manufacturer cannot match a bill to the full purchase order without paying for stock still on the way.

## Why it matters for manufacturers

- Freight, pallets and surcharges come on the bill, but not on the order.
- Receiving is done at the plant dock, often by a different person from whoever raised the order, so the goods receipt PO is the only proof of what came in.

## For manufacturers in SAP B1

- For imported inputs, give each dutiable item a Customs Group. On the Landed Costs document tick Include for Customs on a cost line so customs is worked out as (FOB + included costs) x the customs rate.
- If actual customs differs from the projected figure, the system asks whether to spread the difference across the lines in proportion.
- Tick Customs Affects Inventory on the Items tab only if customs should add to stock value. Clear it to post customs to the customs expense account.

## 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.

If you make an A/P invoice with no goods receipt PO behind it, the invoice also raises stock quantity.

What you need and the setup steps: https://www.pulsify.tech/po-matching-for-sap-business-one/

## Example

Example Steel Distribution sends invoice 9902 for a purchase order of 12 tonne of steel plate. The plant booked in 8 tonne on Tuesday and 3 tonne on Friday.

- Steel plate 10 mm, 11 tonne invoiced: $15,400.00 (Receipts show 11 tonne, so quantity agrees)
- Pallets and strapping: $120.00 (Not on the order)
- Steel plate, 1 tonne invoiced early: $1,400.00 (Not yet received)

In SAP B1 the 11 tonne passes against the two receipts. The unreceived tonne and the pallet fee are held until the plant confirms receipt or the buyer adds a code.

## Common mistakes

- Booking in goods by order quantity, not what came off the truck, so the match always passes.
- Treating pallet and freight lines as errors instead of landed cost.

## Step-by-step guides for SAP B1

- How to match a vendor invoice to a purchase order in SAP B1: https://www.pulsify.tech/how-to/match-a-bill-to-a-purchase-order-in-sap-business-one/
- How to handle a partial delivery against a purchase order in SAP B1: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-sap-business-one/

## 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 SAP B1. We set up the connection for you. More: https://www.pulsify.tech/po-matching/

## Common questions

### How does a manufacturer cost imported raw materials in Business One?

Receive on a goods receipt PO at the supplier's price, then use a Landed Costs document for freight and customs. Each item needs a Customs Group. Landed costs update item cost, so the material value includes the extra charges.

### Who should book in the goods?

The person at the dock, on the day the goods arrive. The buyer who raised the order should not also be the receiver, because the receipt is the independent check on the bill.

### Can I invoice a part delivery?

Yes. Copy only the quantity that arrived to a goods receipt PO. The order stays open for later deliveries.

## Sources

- https://help.sap.com/doc/saphelp_sbo92/9.2/en-US/44/f8c616445241aae10000000a114a6b/content.htm
- https://help.sap.com/saphelp_sbo91/helpdata/en/95/26dc37b92e46afabbf591ea1842608/content.htm
- https://learning.sap.com/courses/discovering-sap-business-one-web-client-logistics/managing-landed-costs-during-the-import-process_a7dd5cce-1de6-4715-9a8d-130fbdf06248
- https://learning.sap.com/courses/managing-logistics-in-sap-business-one/managing-serial-numbers-and-batches
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

Source: https://www.pulsify.tech/po-matching-in-sap-business-one-for-manufacturers/ (last checked 2026-10-19)