
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.
Jump to:
- Enabling Ramp to Import Purchase Orders
- Matching Purchase Orders to Bills
- Syncing Bills with 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 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. POs will be listed based on subsidiaries, so please ensure the correct subsidiary is selected when matching POs to invoices. The only place you can view POs is in the matching PO dropdown on a bill.
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. You also have the ability to edit the accounting category or inventory field even if a PO is matched to a bill (provided the PO isn't synced to the ERP).
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: You can only link an invoice to a purchase order during bill creation. You may later unlink the purchase order from the bill, and you'll still have the ability to re-link or link another PO once the bill has been created.
If you're using NetSuite and QBO, you can change the PO a bill is matched to even after the bill is 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.
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 I match multiple POs to one bill?
No, you can match one PO to multiple bills in order to fulfill the spend, but you cannot match multiple POs to one bill today.
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.