Intelligent Purchase Order to Bill Matching (OCR)
Current workflow
When a supplier invoice is received, users currently have two separate options:
- Convert an existing Purchase Order to a Bill; or
- Upload a supplier invoice to In Tray and create a new Bill using OCR.
Unfortunately, these workflows don't connect, meaning users must manually compare the supplier invoice against the Purchase Order before converting it to a Bill.
Suggested Enhancement
Allow users to drag and drop (or upload) a supplier invoice directly onto an existing open Purchase Order.
MYOB would then:
- Read the supplier invoice using OCR.
- Automatically identify the matching open Purchase Order based on supplier, PO number (where available), invoice amount and/or line items.
- Compare quantities, pricing and GST between the Purchase Order and supplier invoice.
- Highlight any variances for the user to review.
- Allow the user to:
- Accept supplier changes.
- Keep the original Purchase Order values; or
- Edit individual lines.
- Convert the Purchase Order to a Bill.
- Automatically attach the supplier invoice PDF to the Bill.
- Close or partially close the Purchase Order based on the quantities invoiced.
- Example Workflow
Purchase Order Created
↓
Supplier emails PDF invoice
↓
Drag PDF onto the existing Purchase Order
↓
MYOB OCR reads the invoice
↓
MYOB displays any differences
↓
User approves
↓
Purchase Order is converted to a Bill with the invoice attached
- Benefits
- Eliminates duplicate data entry.
- Reduces manual checking between Purchase Orders and supplier invoices.
- Minimises pricing and quantity errors.
- Speeds up Accounts Payable processing.
- Creates a much smoother purchasing workflow for manufacturing, wholesale and construction businesses.
- Keeps all purchasing documentation linked together for audit purposes.
This enhancement would significantly improve the purchasing workflow and bring MYOB's Purchase Order functionality closer to modern accounts payable systems, while remaining simple and intuitive for everyday users