Matching Purchase Orders With EzzyBills

The EzzyBills integration uses line-item data extraction to apply supplier invoices to your WorkGuru purchases.

Every Approved PO type is sent to EzzyBills, including:

• Project POs

• Stock POs

• Mixed POs (Project and Stock lines on the same order)

• Merged POs (where the final status is Approved)

When a supplier invoice is matched in EzzyBills, the details flow back to WorkGuru via a webhook. This fills in the Supplier Invoice Number, Invoice Date, Due Date, and attaches the invoice file. It also updates the line prices and quantities on the PO to match the invoice.

PO Status and Receipting

How the PO status updates depends on what you are purchasing:

• Pure Project POs: If the order contains no stock lines, the PO status changes to Received and the Received Date is set (based on your integration settings).

• Stock or Mixed POs: If the order contains any stock lines, the status remains Approved and the Received Date stays blank. You must manually receipt these orders in WorkGuru when the goods arrive. This ensures that stock movements and costing are recorded only when the physical items are in your possession.

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, this marks the PO in WorkGuru as received. Note: This only applies to Pure Project POs. If the PO contains any stock lines, it will remain as Approved so you can manually record the physical stock movement and ensure costing is accurate. 
• 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.