One supplier invoice, several purchase orders

Suppliers who consolidate your orders usually put several of them on one invoice. The header quotes every one of your order numbers, and the lines are printed in a block per order. Landara reads it the same way.

What the scan looks for

When a supplier invoice is read, Landara looks for your purchase order numbers on it, not the supplier's own invoice number:

• labels such as Your PO, Customer PO, PO No., Order Ref, Your Ref and Cust. Order;
• a bare Reference or Ref, but only when its value reads as an order number (such as PO-0160), never a shipment, tracking or booking number;
• a heading such as "PO 1234" above a block of lines, a PO column, or a separate table per order, which tells Landara which order each line belongs to.

How linking works

Each quoted number is matched on its own against your open purchase orders, by the order's number or its reference. An invoice is linked to every order it quotes that matches.

• Drafts are never linked. A draft is not yet a promise to a supplier.
• The supplier has to fit. A number that matches an order with a clearly different supplier is not linked, because that is far more often a coincidence than a mistake. Names are compared loosely, so "Acme Supply Co., Ltd." and "Acme Supply" are the same supplier.
• A number matching two open orders links neither. Landara will not guess between them.

Every link is written to the order's history, so you can see when and why an invoice joined it.

What you see on the shipment

• The invoice heading lists every order it belongs to, each one a link to the order.
• When the lines name two or more orders, the products table has a heading above each order's block of lines. A number with no matching open order in Landara says so on its heading.
• The difference check reads only the lines that belong to the order it checks. Before costing, the shipment's first invoice is checked against its linked order: a price that differs, a product that is not on the order, or more units than are left to invoice gets the amber banner. Lines printed under another order's heading are left out of that check, so they are never reported as "not on the order". An invoice that covers only part of an order gets no warning: short shipped and partly received are the order's own state, and the order page shows them.

When the bill is published to Xero, its reference lists every order it covers, for example "PO-0160, PO-0161", so anyone in Xero can trace it.

Setting the orders by hand

When the scan read nothing, or linked the wrong order, set it yourself. On a grouped shipment use Link purchase order (or Change once something is linked) in the invoice's heading; on a shipment with one invoice it sits beside the order links at the top.

Your choice is final. Landara does not add an order back that you removed, and does not flag the order you chose as a difference because the scan read something else. What you choose is recorded beside what the scan read, so we can see where the reading misses.

Two removals are refused, with the reason:

• the order an invoice was made from, because its lines are the order's own;
• an order whose received stock this invoice has already costed, because those costs would be left pointing at nothing.

Next

• Purchase orders end to end
• Receive goods from a supplier invoice
• Create a purchase order from a supplier invoice