Purchase Order Number Extraction

By default, EzzyBills does not extract the purchase order (PO) number from an invoice. You can enable, customize, or adjust this extraction logic through your account settings.

I. PO Number Extraction is Disabled (default setting)

Go to Settings > Advanced Options. The two settings shown below indicate that PO number extraction is currently disabled.

II. Enable or Customize PO Number Extraction

To enanble and customize how EzzyBills identifies and extracts PO numbers, go to Settings > Advanced Options and choose one of the following two options:

Option 1: Use EzzyBills Default Keywords

• Untick the “Override Purchase Order Keywords” setting.
• EzzyBills will automatically extract the PO number based on our standard, built-in list of common PO keywords.

Option 2: Use Custom Keywords

• Tick the “Override Purchase Order Keywords” setting.
• In the text box provided, enter a comma-separated list of unique keywords specific to your suppliers’ invoices.
• Tip: Prepend your list with a plus sign (+) if you want to include your custom keywords alongside our default list.

Important Keyword Rules:

• Only use the plus sign (+) once, at the very beginning of the text box (e.g., +PO#,Order No).
• Do not include colons (:) in your keywords.
• If there is no space between the keyword and the PO number on the invoice, wrap the keyword with vertical pipes (e.g., |PO|).

With either setting above, when an invoice is processed by EzzyBills, the purchase order (PO) number is extracted if available.

III. Exporting Bills to QuickBooks (PO Number in the “Bill no.” Field)

When an invoice is exported to Quickbooks, the extracted PO number is placed directly into QucikBooks “Bill no.” field. This field will contain both the Invoice Number and the Purchase Order Number, separated by a vertical pipe (|). You can disable this in the workflow to not include the purchase order number.

Example: In the Bill number shown below, the second number (20011) represents the extracted PO number.

IV. Troubleshooting Extraction Issues

EzzyBills extracts PO numbers using a combination of keywords and your accounting software’s historic invoice data. If the correct PO number is missed on an invoice, try the following steps:

1. Fix it in QuickBooks: Correct the PO number manually inside your accounting software and save it. Then, go to your EzzyBills Settings and click the Reload Data & Learn button so our AI can learn from the correction.
2. Add Missing Keywords: If the PO number sits next to a unique keyword on the invoice that we missed, follow Option 2 above to add that specific keyword to your Advanced Options. Remember to click Save Settings.
3. Contact Support: If neither of the above steps fixes the issue, email us at support@ezzydoc.com. Please include the DocID of the affected bill, and our support team will create a custom learning rule for your account.