04. WorkflowMax: Match PO and Create Bill

This guide explains how to set up and use the WorkflowMax “Match PO and Create Bill” workflow in EzzyBills.

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Overview

When using this workflow of Match PO and Create Bill,

1. Users upload bills (i.e. supplier invoices) to EzzyBills.
2. EzzyBills will extract bill data automatically and export to WFM as a bill, matching with an existing PO in WFM.

Benefits: replace the manual process of bill data entry and PO matching.

How to create the workflow?

• ✅ Create it manually (if you already have other workflows in use and want full control or custom steps).
• ✅ Use the EzzyBills Solution (you want the fastest setup and don’t keep any existing workflow customizations).

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Option 1: Create the Workflow Manually

Step 1: Create the workflow in this exact order

Create the workflow tasks in the following sequence:

Start [101]
→ Pre-extract [3]
→ Extract [4]
→ WorkflowMax Refresh [444]
→ Check PO Exists [276]
→ MatchPO [406]
→ MatchPO Review [408]
→ MatchPO Approved [410]
→ WorkflowMax Export [130]
→ Finish [26]

Step 2: Configure the task “WorkflowMax Export [130]”

On WorkflowMax Export [130], apply the following setting exactly:

{
  "state": 130,
  "keywords": [
    {
      "name": "ExportAs",
      "value": "CREATEBILL"
    }
  ]
}

Optional extra: Add approval steps (Level 1 to Level 5)

This workflow is the main setup. If your process requires approvals, you can additionally add Submit Approval and Approved, two tasks each for Approval Level 1 up to Level 5.

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Option 2: Use the EzzyBills Solution

To activate the ready-made solution:

1. Go to the right-hand sidebar
2. Click Solutions
3. Under Global Solutions, find WFM Match PO and Create Bill
4. Click Activate
   

Once activated, you can start using it immediately.

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Testing: Uploading a Bill in EzzyBills

After setting up the workflow (manual or solution), you can start uploading supplier invoices.

What happens when you upload an invoice?

1. Upload a bill (i.e. a supplier invoice) from the Dashboard while using this workflow.
2. EzzyBills will attempt to extract the PO number from the bill automatically.
3. If EzzyBills cannot find the PO number, it will prompt you to enter a PO/Order Number in the Check PO step/link.
   
4. After you provide the correct PO/Order Number:
   • EzzyBills will attempt to match the PO to your invoice.
5. If the match is successful:
   • The invoice will be exported to WorkflowMax as a Bill
   • You will see a WORKFLOWMAX link confirming the export.

If you click on the link, it will take you to the WorkflowMax page where the PO has been issued as a bill.

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Bill PO Matching Common Scenarios

Scenario 1: 5 Lines on PO and 3 Lines on Bill

If you upload a bill in EzzyBills it will create a bill and on the WFM PO the remaining lines’ Received column is 0. Status will be Partially billed. The Bill always takes priority.

After the 2nd bill arrives with the 2 remaining lines, then it will Fully Bill the PO.

If you upload a bill where the existing PO lines are already billed, it will throw: “Purchase order bill cannot be added. Please use additional items if you would like to add bills to it”.

Scenario 2: 3 Lines on PO and 5 Lines on Bill

If you upload bill with line items more than what is on the PO, it will bill all the PO lines, and the status of the PO will be Fully Billed. Additional lines are also added and can be seen on the bill.

WFM PO Snapshot

WFM Bill Snapshot

Scenario 3: No Bill line items matches the PO lines

If none of the bill line items match the PO lines, the bill creation will fail.

Scenario 4: PO does not have lines

If you have a blank Purchase Order (PO) in WorkflowMax—meaning it contains no costs or line items—you can still process a bill against it using EzzyBills.

When you upload a bill to EzzyBills and PO extracted correctly or if not select that specific PO via the Modify action, EzzyBills will bridge the data. If the uploaded bill contains five line items, all five will be exported to WorkflowMax as additional items (supplier invoices) linked to that PO. This effectively populates the blank PO with actual costs based on the supplier’s invoice.

Note: If you put EB:PROGRESS_ORDER inside the description field in PO in Workflowmax, then it will be identified as a blank PO. This is useful when there are lines on the PO e.g. materials and cost line and we want to treat the PO as empty PO.

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Quick Troubleshooting Checklist

Before retrying, confirm:

• ✅ You entered the correct PO/Order Number
• ✅ The invoice line count matches the PO line count
• ✅ Line items align correctly (same structure/details)