Review purchase orders
Purchase orders (POs) in Clerked are approved POs synced from your ERP. They represent commitments to buy goods or services from a vendor at an agreed price. Clerked uses POs to verify invoices through two-way and three-way matching before payment.
How POs arrive
POs sync automatically over your ERP integration. When a PO is created or updated in your ERP, it syncs to Clerked on the next cycle. There is no manual upload for POs. Everything flows from the ERP.
POs are synced from your ERP. To create, edit, or close a PO, use your ERP. Clerked mirrors the data read-only.
Why POs matter
POs support invoice matching. When an invoice arrives, Clerked compares it to your POs to verify:
- The vendor and amounts on the invoice match what was ordered (two-way matching).
- The goods or services were received before paying (three-way matching, when combined with receipts).
This catches price changes, quantity differences, and invoices for items that were never ordered. See Matching.
Open the PO list
Open ERP Data in the navigation, then select the purchase order segment your company has configured. For example, one company may label this segment Purchase Orders. See Browse ERP data for how these lists are organized.
The PO list
One configured purchase order list might include the following columns. Your company's labels may differ.
- PO Number, from your ERP.
- Vendor the PO was issued to.
- Date the PO was created.
- Total Amount.
- Status. See PO Statuses.
Filters, sort, column visibility, and saved views work the same as on the invoices list. See Searching and Filtering POs.
The PO detail page
Select a PO to open its detail page. Depending on your company's schema, you may see:
- Header information (PO number, vendor, dates, total, status).
- Line items, each with description, quantity, unit price, and line total. Items synced from your ERP line up with your item master.
- Matched invoices, with links to each.
Read-only data
All PO management (creating, editing, closing, voiding) happens in your ERP. Clerked shows the data for reference and matching. If PO data looks wrong in Clerked, correct it in your ERP and wait for the next sync.
How items connect
PO line items reference your ERP item master where applicable. That means:
- The agent can reconcile invoice line items against the item master during matching.
- Price variance detection compares each invoice line's unit price against the last approved invoice for the same vendor and item and flags unusual deviations. See Price Change Detected notice.
- If your ERP does not maintain an item master for a line item (for example, services billed by description), Clerked still matches what it can.