Ensuring accuracy between purchase orders and invoice records is a critical part of the production accounting process—and now, Digital Paper Flow (DPF) makes it easier than ever. With the PO Matching stamp feature, invoices can be automatically marked to show whether they fully match a PO, partially match, or have no PO at all. This guide walks you through how to activate and apply this feature so your team can maintain greater transparency, reduce approval delays, and streamline auditing.
The following setup option will stamp your invoices with the PO matching details. The three stamps on the invoice includes:
PO Matches stamp will be placed on the invoice when the PO drawn down matches invoice distribution lines and amount.
PO Does Not Match will be placed when the invoice distribution lines and amount do not match a PO that has been drawn down.
No PO will be placed when the invoice does not have a PO for the invoice raised.
To turn on this feature on your invoices please follow the steps below.
1. Login as an administrator in Digital Paper Flow
2. Go to the System Defaults and tick the following button shown in red below
Note: if you don’t have a System Administrator, please contact TPH Support and we can enable this for you.
Digital Paper Flow
The PO match is automatic when completing a full PO transfer into an invoice in Digital Paper Flow. However in order for an invoice to be marked as PO Match by transferring a PO from DPF, the entire PO must be drawn down, this means that if only certain lines are transferred from the PO, DPF will no register this transfer as a PO Match.
Eclipse
Now that you have turned on the specific setting to stamp your invoices, the steps below explain how to mark invoices as PO Matches.
1. Once the invoice has been sent to DPF via the OCR email address or within eclipse, locate the invoice in the DPF Draft Batch. The number for this batch will be batch 2.
2. Open the invoice and go to the Digital Approve tab. Select PO Matches. Now go back to the Invoice Details and complete the invoice entry fields as required, then click OK to save your changes.
There is also the option to type a message about why. Eg Fuel charge on hire car as returned empty, or no delivery charge on PO etc and this will print out with the stamp. This mirrors what accountants used to do on paper or by painfully editing a PDF copy via Adobe.
Here is what it looks like if the user enters a comment.
3. Once the invoice is complete, it is ready to be sent for approval. On the completion of the first approver, approving the invoice the PO Matches stamp will appear on the invoice.
With the PO stamping feature enabled in Digital Paper Flow, you gain an added layer of clarity and control in your invoice processing workflow. Whether you’re fully matching POs or troubleshooting mismatches, this tool helps your finance team stay aligned and efficient. If you run into any issues or need help enabling the feature, don’t hesitate to reach out to the friendly support team at TPH Global. We’re here to help you every step of the way.
