Overview
Ramp Bill Pay users can now 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 accounting software and match them to bills within Ramp. Once linked to a PO, the 2-way matched bill will sync back to the accounting provider for a complete 3-way match with Items Receipt in the accounting provider (if configured).
Note: the PO Import and Match feature is currently only supported for Purchase Orders created in NetSuite and QuickBooks Online. Additionally, if you are looking for information on Purchase Orders created through Ramp, please go here.
Jump to:
- Enabling Ramp to Import Purchase Orders
- Matching Purchase Orders to Bills
- Syncing Bills with Linked POs
- Viewing Linked POs
- Unlinking a Linked PO
Enabling Ramp to Import Purchase Orders
Navigate to the Bill Pay Settings page by clicking on the three dots next t in the upper right corner.
Go to the "Importing" tab of the settings page and toggle on "Automatically Import Purchase Orders". Ramp will import any open Purchase Orders from your connected accounting provider. Read about Overbilling protection here.
Note: Closed or Fully Billed Purchase Orders will not be imported into Ramp.
Matching Purchase Orders to Bills
When creating a new bill within Ramp, you can link an imported Purchase Order (PO) to the invoice. Note: That POs will be listed based on subsidiaries, so please ensure the correct subsidiary is selected when matching POs to invoices.
If the PO number is on the invoice, Ramp will OCR scan the invoice for the purchase order number and attempt to match it automatically to an imported PO.
If the invoice does not indicate a PO number, Ramp will list possible matches and allow you to manually select a matching PO.
Please note that 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 will 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, the bill and linked PO will sync back to your accounting software once that bill is created. 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 accounting software (if configured).
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 can see, 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.
Frequently Asked Questions (FAQs)
How often and when do POs get imported?
We import POs for every business daily at midnight, and anytime a user from a business visits the Bill Pay or Procurement tabs
Why are my POs from NetSuite not imported if I enabled importing 24 hours ago?
Ensure that all of your NetSuite categories are enabled in Ramp. Not doing this can cause syncs to fail. Go to "Accounting", then "Settings" to view the categories that aren't enabled in Ramp.
Can Ramp’s POs be paid down by bills from another Bill pay solution?
No, Ramp’s POs can only be paid down by bills created and matched in Ramp.
Can you continue to match bills to POs after they’re fulfilled?
Yes. Ramp does not block you from continuing to match Bills to POs after they’re fully billed. If you do match bills to a fully billed PO, Ramp will indicate the amount “overspent” on the PO.
How are POs 2-way matched to bills in Ramp?
2-way matching in Ramp can be completed at the line-item level vs. document level.
- POs are automatically matched to Bills in Ramp if the PO # on the invoice matches a PO # in Ramp.
- Bills can also be manually matched to POs
- Once a bill is matched to a PO in Ramp, the two transactions are linked, this means that:
- As matched bills are processed in Ramp, the status of the PO will automatically update
- Once a matched bill is synced to your ERP, the PO will be linked in your ERP as well.
- To 3-way match, learn more here.