# PO matching in SYSPRO for manufacturers

SYSPRO has PO matching built in. 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 received note is the only proof of what came in.

## For manufacturers in SYSPRO

- Tick GRN matching required against the supplier, then receipt each delivery in Purchase Order Receipts so the bill can be matched to the goods received.
- Tick Partial match when the bill covers only part of a delivery line. Outstanding value stays open for the next bill.
- The GRN variance check compares merchandise value net of tax, freight and miscellaneous, so a freight line on the same bill does not trigger the warning.
- Imported inputs can use the Landed Cost Tracking module with shipment receipts.
- Receipt lines can be partly received, and the receipt prompt asks whether the line is complete. The activities PO Cancel partially received lines and PO Complete partially received lines control who can close short.

## Rules that matter for manufacturers in SYSPRO

- A GRN dated in a later period than the AP posting period is not listed. At month end, receipt before you post.
- The activities PO Cancel partially received lines and PO Complete partially received lines control who can close a short delivery.
- Set up GST as a tax code at 10% or 0% in Setup Options > Tax. Confirm the AU code set with your SYSPRO partner.

## What SYSPRO does on its own

Matches invoices to GRN lines with a variance check.

- Needs GRN suspense and Purchase Orders module.

A GRN dated in a later period than the AP posting period is not listed.

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

## Example

Example Extrusions has a purchase order for 1,000 m of aluminium section. The plant receipted 600 m. The invoice covers 400 m plus a freight line.

- Goods received note, 600 m: $6,000.00 (GRN matching required is ticked on the supplier)
- Invoice for 400 m, Partial match ticked: $4,000.00 (Outstanding value of $2,000 stays open on the note)
- Freight line on the same bill: $180.00 (Does not trigger the variance warning, because the check uses merchandise value net of tax, freight and miscellaneous)

The bill posts and value moves from GRN suspense to the supplier. The next bill for the other 200 m received matches the balance.

## Common mistakes

- Matching to a PO with no GRN. SYSPRO has no bill to PO match without one.
- Turning off GRN matching to get a bill through. It needs the AP Untick GRN matching required activity for a reason.
- Leaving the receipt prompt on complete when the line is only part received.

## Step-by-step guides for SYSPRO

- How to match a supplier invoice to a purchase order in SYSPRO: https://www.pulsify.tech/how-to/match-a-bill-to-a-purchase-order-in-syspro/
- How to handle a partial delivery against a purchase order in SYSPRO: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-syspro/
- How to set a price tolerance on purchase order matching in SYSPRO: https://www.pulsify.tech/how-to/set-a-price-tolerance-on-po-matching-in-syspro/

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

## Common questions

### How does a SYSPRO manufacturer match a supplier bill to a PO?

SYSPRO matches the bill to GRN lines. Tick GRN matching required against the supplier, receipt each delivery, then load the GRNs in AP Invoice Posting and tick Match for the lines the bill covers. Use Partial match if the bill covers only part of a line.

### 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 part of a GRN line?

Yes, with Partial match.

## Sources

- https://help.syspro.com/syspro-7-update-1/porprr.htm
- https://help.syspro.com/syspro-7-update-1/porp10.htm
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

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