Purchase Order and Bill Integration
When your business uses purchase orders to authorize vendor spending, AccuArk can link bills directly to their originating purchase orders. This connection ensures consistency between what was ordered and what is being paid. This guide explains how the integration works.
Bills Linked to Purchase Orders
A bill can be created directly from a purchase order. When this happens, the bill inherits key information from the PO:
- The vendor is set to the PO's vendor
- The bill amount matches the PO total
- The location is set to the PO's location
- A reference to the PO is stored with the bill
This linkage creates a traceable chain from the purchase order through to the bill and its payments, giving you complete visibility into the procurement-to-payment cycle.
PO Lock Behavior
When a bill is linked to a purchase order, the bill form activates a PO lock that restricts editing of key fields. The lock is indicated by a lock icon displayed on the bill form.
The following fields are locked when a bill is linked to a PO:
| Field | Locked State |
|---|---|
| Bill Date picker | Disabled |
| Vendor dropdown | Disabled |
| Location dropdown | Disabled |
| Amount field | Read-only |
| Returns field | Read-only |
These restrictions ensure that the bill's core financial details remain consistent with the purchase order. If the vendor, amount, or location on the bill could be changed independently, it would break the linkage between the PO and the bill.
Editing Restrictions
While the locked fields cannot be changed, you can still:
- Record payments against the bill
- Add or edit notes
- Change the due date
- Change the reference number
- Cancel the bill (with appropriate permission)
- Print the bill
The PO lock only affects fields that must stay synchronized with the purchase order. All other bill operations work normally.
Viewing the Linked PO
When a bill is linked to a purchase order, the bill form displays the PO reference. You can use this reference to navigate back to the original purchase order and review the order details, items, and approval history.
When No PO Is Linked
Bills created without a purchase order linkage have no editing restrictions from the PO lock. All fields are fully editable based on your permissions. The lock icon is not displayed. This is the normal state for bills entered directly through the New Bill button.
What to Read Next
- Creating a New Bill — Create bills without PO linkage
- Editing and Updating a Bill — Understand all editing restrictions
- Recording Payments on a Bill — Pay a PO-linked bill