# PO matching in SYSPRO for wholesalers

SYSPRO has PO matching built in. 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 supplier 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 SYSPRO

- Imported stock can use the Landed Cost Tracking module. Expected costs come from Shipment Tracking Entry on the PO and actual costs come from shipment invoices posted in AP Invoice Posting.
- When you post a shipment receipt with uninvoiced cost elements, the Uninvoiced Cost Elements screen asks you to choose Leave as Zero or Use Expected Cost.
- 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.
- Tick Partial match when the bill covers only part of a delivery line. Outstanding value stays open for the next bill.
- Load many deliveries at once with Load Multiple GRNs (a range or all GRNs for the supplier), then use Match All Lines or Match Filtered Lines. Value to Match is the transaction amount less freight, miscellaneous and tax.
- GL Distribution stays unavailable until GRN matching is complete. A GRN with a posting or inventory period later than the AP period is left off the list.

## Rules that matter for wholesalers in SYSPRO

- GST on imports is paid at the border on the value of the taxable importation. That includes the customs value, duty and transport and insurance to Australia.
- Keep the freight forwarder and the customs broker as their own shipment invoices. Do not fold them into the goods invoice.
- Customs duty is part of the value that GST at the border is worked out on. Keep the broker's bill with the shipment it belongs to.

## What SYSPRO does on its own

Matches invoices to GRN lines with a variance check.

- Needs GRN suspense and Purchase Orders module.

Matching is to GRN lines. There is no bill to PO match without a GRN.

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

## Example

Example Homewares Imports buys a container of ceramics. The supplier invoice is $38,500. A freight forwarder bills $2,900 and a customs broker bills $1,240 as shipment invoices.

- Goods invoice matched to the shipment receipt: $38,500.00 (Matched with Load Multiple GRNs and Match All Lines)
- Freight forwarder shipment invoice: $2,900.00 (Posted in AP Invoice Posting as an actual cost against the shipment)
- Customs broker shipment invoice: $1,240.00 (Actual cost. Expected cost came from Shipment Tracking Entry on the PO)

Where a cost element is uninvoiced when the shipment is received, SYSPRO asks whether to Leave as Zero or Use Expected Cost. The wholesaler picks Use Expected Cost, then updates the cost when the actual invoices post.

## Common mistakes

- Matching one delivery at a time when Load Multiple GRNs would load the lot.
- Choosing Leave as Zero and forgetting to update the cost when the actual invoices post.
- Posting a bill with a GRN dated in a later period and wondering why it is missing.

## 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 SYSPRO handle freight on a wholesaler's imported stock?

With the Landed Cost Tracking module. PO shipment data gives expected cost and shipment invoices posted in AP Invoice Posting give actual cost. On receipt, uninvoiced elements use expected cost or zero, as you choose.

### What should happen to freight lines on a supplier invoice?

Treat them as their own line with a freight code. If your policy is to load freight into stock cost, route it to the landed cost account. Either way, do not reject the bill because freight was not on the order.

### Does SYSPRO match to the GRN or the PO?

The GRN.

## Sources

- https://help.syspro.com/syspro-7-update-1/porprr.htm
- https://help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspin/apspin.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-wholesalers/ (last checked 2026-10-19)