Purchase orders overview
Purchase orders (POs) in Mod AI are approved POs synced from your ERP. They represent commitments to buy goods or services from a vendor at an agreed price. Mod AI uses POs to verify invoices through two-way and three-way matching before payment.
Purchase orders list with POs from multiple vendors showing PO Number, PO Date, Vendor, and Total Amount columns.
How POs arrive
POs sync automatically over your ERP integration. When a PO is created or updated in your ERP, it syncs to Mod AI 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. Mod AI mirrors the data read-only.
Why POs matter
POs serve one critical purpose: invoice matching. When an invoice arrives, Mod AI 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
In the left sidebar of the platform, click POs. (The sidebar uses the abbreviation POs, not the full Purchase Orders — look for the icon between Invoices and Receipts.) The Purchase Orders list page loads.
The PO list
Key columns:
- 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
Click a PO to open its detail page. You 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. Mod AI shows the data for reference and matching. If PO data looks wrong in Mod AI, 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), Mod AI still matches what it can.