For a new EzzyBills account, with the default Settings -> Advanced Options (screenshot below), “Override Purchase Order Keywords” is ticked and no keywords are provided, EzzyBills will assume that you do not want PO numbers to be extracted. This is for users that do not have Purchase Orders in their accounting packages or do not wish to auto match invoices with purchase orders.
In order for us to extract PO numbers, you need to modify the EzzyBills Settings -> Advanced Options (Save Settings afterwards). You can have either of the following two Settings.
1) Untick “Override Purchase Order Keywords”. We will extract the PO number based on our list of keywords.
2) Keep “Override Purchase Order Keywords” ticked, and you supply a list of unique keywords (comma separated) based on your supplier invoices, prepending with “+” to include default keywords.
With either setting above, when an invoice is processed by EzzyBills, the purchase order (PO) number is extracted if available.
Below is an example of it.
The PO number is then stored in Xero in the “Reference” field. This field contains both invoice number and purchase order number, separated by a pipe (|). See screenshot below. In the reference field for this invoice, the second number 1438 is the PO number.
PO numbers are extracted based on a combination of keywords and your accounting software invoice history.
If the correct PO numbers are not extracted for some invoices, you may need to do the following:
- Correct it and save it in your accounting software (then click Refresh/Learn button in EzzyBills Settings).
- If the PO number is next to a keyword on the invoice, you should add this keyword in EzzyBills Settings (under Advanced Options, tick “Override Purchase Keywords”, then type in a new one in the “Purchase Order Keywords” text box, prepending with “+” to include default keywords. Use comma to separate multiple keywords). Click “Save Settings”. You may have many to handle the variations in your supplier invoices.