Ramp Bill Pay users now have the ability to integrate their purchase order (PO) workflow with their accounts payable (AP) workflow within Ramp, giving finance and accounting teams more speed, time, and controls while processing AP.
AP Clerks and Admins on Bill Pay can import POs from their connected ERP or accounting software and match them to bills within Ramp. Once linked to a PO, the 2-way matched bill will sync back to the ERP for a complete 3-way match with Items Receipt in the ERP (if configured).
Please note, the PO Import and Match feature is currently only supported for Purchase Orders that are created in Netsuite.
How does it work?
Enabling Ramp to Import Purchase Orders
Matching Purchase Orders to Bills
Enabling Ramp to Import Purchase Orders
Navigate to the Bill Pay settings Page by clicking on the three dots next to the "New Bill" button in the upper right corner.
Scroll down within the settings page and enable the "Automatically Import Purchase Orders" toggle. This will allow Ramp to import any open Purchase Orders from your connected ERP. Please note, closed Purchase Orders will not be imported into Ramp.
Matching Purchase Orders to Bills
When creating a new bill within Ramp, you will be able to link an imported Purchase Order (PO) to the invoice. Note, Purchase Orders will be listed based on subsidiaries, so please ensure the correct subsidiary is selected when matching POs to invoices.
If the PO number is located on the invoice, Ramp will OCR scan the invoice for the purchase order number and attempt to automatically match to an imported PO.
If there is no PO number indicated on the invoice, Ramp will list possible matches and allow you to manually select a matching PO.
Please note, you can only link an invoice to a purchase order during bill creation. You may later unlink the purchase order from the bill, but you would not be able to re-link or link another PO once the bill has been created.
Syncing Bills with Linked POs
If a Purchase Order is linked to an invoice on Ramp, once that bill is created, both the bill and linked PO will sync back to your ERP or accounting software. If all the items on the purchase order are paid for from the bill(s) processed in Ramp, the purchase order will automatically close in your ERP or accounting software (if configured).
For NetSuite users, if receiving is set up, you can 3-way match the linked Bill and PO to the associated Item Receipt.
Viewing Linked POs
After creating and saving a new bill, you will be able to tell, at a glance, which bills have linked POs and which do not by viewing the new Purchase Order column in the Bills table.
Unlinking a Linked PO
If you would like to unlink a Purchase Order from an invoice you may do so by deleting or modifying the line items associated with the PO. Ramp will warn you when modifications will unlink a connected PO.
