# PO matching in SAP B1 for wholesalers SAP B1 covers part of PO matching on its own. One purchase order often turns into several deliveries and several invoices. A wholesaler cannot match each bill to the full order without double counting what has already arrived. ## Why it matters for wholesalers - Freight and handling arrive as extra lines on the A/P invoice. They do not sit on the purchase order, so a strict match fails even when the stock is correct. - Short and damaged deliveries mean the invoice quantity can be higher than what the warehouse booked in. ## For wholesalers in SAP B1 - Receive each delivery on a goods receipt PO at the supplier's price only. Put freight, duty and broker charges on a Landed Costs document (Purchasing - A/P > Landed Costs) and use Copy From to pull in the goods receipt PO. - On the Costs tab of the Landed Costs document, pick the Allocation By method so a freight bill spreads across the received lines by a factor such as quantity, weight or volume. - If the carrier or broker bill is not in yet, post an estimate. When the final bill lands, copy the landed costs document to a second one and enter the final amount. The system posts only the difference. - Landed costs change item cost and not stock quantity. A perpetual inventory company gets a journal entry. A non-perpetual company does not. ## 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. A purchase order adds to available inventory quantity and does not change the accounts. The goods receipt PO raises the actual quantity. What you need and the setup steps: https://www.pulsify.tech/po-matching-for-sap-business-one/ ## Example Example Packaging Co sends invoice 4471 for a purchase order of 2,000 cartons. The warehouse booked in 1,200 on Monday and 600 on Thursday. The last 200 are on back order. - Cartons, 2,000 ordered, invoiced at 1,800: $5,400.00 (Warehouse received 1,800, so quantity agrees) - Freight and fuel levy: $260.00 (Not on the order, so it needs a freight code) - Cartons 200 back order, invoiced early: $600.00 (Not received, so this line fails the match) In SAP B1 the 1,800 cartons match the two receipts and pass. The back order line and freight line are held for review, so the wholesaler does not pay for stock still on the road. ## Common mistakes - Matching to the order total instead of the quantity booked in, which pays for back orders. - Rejecting a bill because the freight line is not on the order, instead of coding it as a 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 ### Where does a wholesaler put freight on a Business One purchase? Not on the goods receipt PO. Receive at the supplier's price, then create a Landed Costs document from the goods receipt PO and enter freight on the Costs tab. Choose how it spreads across lines. The broker's A/P invoice can be based on that document. ### How should a wholesaler match split deliveries? Match each invoice to the goods receipt PO lines booked in so far, not the full order. Stock still on back order stays open. This pays only for goods you hold. ### Does Business One do three way match? It supports the document chain order, goods receipt PO and A/P invoice through Copy From and Copy To. There is no price tolerance on the match. ## 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://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices ### Also confirmed by - Seidor SAP partner guide, landed cost cost-only, undated: https://seidorb1support.helpdocsite.com/inv/sap-business-one-how-to-landed-cost Source: https://www.pulsify.tech/po-matching-in-sap-business-one-for-wholesalers/ (last checked 2026-10-19)