Matching Purchase Orders With EzzyBills

The PO matching functionality of the EzzyBills integration allows you to leverage EzzyBills powerful line-item-level data extraction to automate the application of supplier invoices sent to EzzyBills against WorkGuru purchases. When a purchase order is created and approved within WorkGuru, we'll send that purchase to Ezzybills. When the supplier invoice is received and uploaded against the PO matching workflow within EzzyBills, those details will then flow back through to WorkGuru via a webhook and automatically be applied against the purchase order, updating the purchase order as relevant and marking it received.

TABLE OF CONTENTS

• Setup EzzyBills Workflow Integration
• Enable PO Matching in WorkGuru
• Verify PO Matching
• Trouble Shooting the Integration
  • CheckPO failed. Purchase order: X does not exist.

This setup guide assumes you have already successfully connected EzzyBills to WorkGuru.

NOTE: if you receive a partial PO invoice then it will match in WorkGuru for the received items. If you need to receive the rest of the items not originally received then you will need to manually create a back order.

Create the PO Matching Workflow in WorkGuru

To use the PO matching functionality, first you must create an EzzyBills workflow in EzzyBills. Select Workflows in EzzyBills located under the Dashboard to access workflow dashboard. Click the New Workflow dropdown at the top right, and select Create Workflow Using Template.

On the workflow creation pop up window, select Invoice Workflows in Workflow Type dropdown and select Create from Templates. In the next drop down, select Workguru PO Match workflow (Document Type: 1), then click Create.

*UK Client need one extra step:

Find the Webhook task from generated workflow, click on the settings cog and replace the webhook url value by https://uk.workguru.io/EzzyBillsWebHook/QueueGetMatchedPoDetailsFromEzzyBills.

Enable PO Matching in WorkGuru

On the EzzyBills integration page in WorkGuru (Integrations-> EzzyBills), enable PO matching by selecting Match EzzyBills Supplier Invoices to WorkGuru Purchase Orders?

Confirm the Webhook Token* field is populated by the EzzyBills workflow.  Select the other options dependant on your workflow's requirements:

• Set Matched WorkGuru Purchase Order as Received? - Once POs are matched between WorkGuru and Ezzybills, automatically mark the PO in WorkGuru as received.  Note: As the PO will be received with the invoiced line item quantities, the PO may not accurately reflect the physical stock movement.
• Send Matched WorkGuru Purchase Order to Accounting? - This funciton controls whether WorkGuru OR EzzyBills is sending the PO to the integrated accounting software.

Verify PO Matching

Once the workflow has been saved, you can now use the PO matching integration functionality. You can test this functionality by following these steps:

1. Create and approve a purchase order within WorkGuru
2. Generate a dummy supplier invoice by printing the purchase order using a document template of your design
3. Upload the dummy supplier invoice against the PO matching workflow in EzzyBills
4. Review the status of the data extraction for that invoice in EzzyBills
5. Once the status is "Complete", take a look at the purchase order within WorkGuru and verify the invoice information against the invoice uploaded to EzzyBills
6. The supplier invoice uploaded to EzzyBills will be uploaded as a file against the purchase order in WorkGuru

Note: If using the receipt upload functionality of the EzzyBills integration, the PO matching workflow in EzzyBills must not be set as the default, otherwise receipt uploads will fail at the Check PO Exists and/or MatchPO steps of the EzzyBills workflow

Troubleshooting PO Matching

CheckPO failed. Purchase order: X does not exist.

This error is caused by either PO hasn't been sent through or OCR on Ezzybills side failed to parse detail from uploaded file.

Find the PO matching setting area in Settings -> Advanced Options page.

Add "+PO, Purchase Order" in the Purchase Order Keywords. If your template has different keyword, put the keyword from your template instead.

If the PO matching is set up correctly, you can click the DocID to access file details page.

Search "PurchaseOrder" at Form-Data tab (img 4, 5), you should able to find the PO number. Note: If PO number exists, means WorkGuru hasn't synced the PO, just wait for few minutes then try again.

If PO number doesn't exist, means step1 having some problems to recognise the PO number from file, suggest to review the flow, update your file template to make sure words are clear or reach out to EzzyBills support.