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How to manage your Purchase Orders in Accounts Payables?
How to manage your Purchase Orders in Accounts Payables?

Manage purchase orders and delivery notes to simplify tracking and linking with invoices in one secure workspace.

Updated yesterday

How to import a Purchase Order?

  1. Manually from the "Purchases" tab: Click to "Purchase orders", then "Import purchase orders" (blue button), select your PO file, and upload.

  2. From "Supplier invoices": After importing an invoice, in the Inbox tab, click on the invoice and then convert into and choose Purchase Order.

Any PO you upload appears in the Inbox or as To verify, ready for data extraction and confirmation. Supported formats: PDF, PNG, JPG (max 10MB).

How to verify your Purchase Order?

  1. Open the To verify PO, click on verify and check the extracted information (order number, amount, payment date).

  2. Confirm or correct any details.

  3. Click mark as verified to finalize. Your PO status then becomes Open.

How to link your Purchase Order to invoices?

  1. Open any invoice you want to link (verified or still in to verify) and click on Link purchase order.

  2. Before linking, use the loop icon to compare the PO and invoice PDFs side by side.

  3. Confirm the link.

  4. If the total amount of linked invoices matches or exceeds the PO amount, the PO automatically becomes Closed. If not, it stays Open, letting you link more invoices.

How to manually close a Purchase Order?

You can manually close a PO from its details page even if it’s not fully matched with invoices. This is helpful if you don’t expect more invoices for that order.

How to unlink a linked invoice from a PO?

Open the linked invoice, locate the PO link and use the unlink option. You can then choose to link the invoice to a different PO or leave it unlinked.

How to import a delivery note?

  1. Select an Open or Closed PO.

  2. In the Documents page and the Delivery notes section, click Upload to upload a delivery note (PDF, PNG, JPG up to 5MB).

  3. Choose Partially delivered or Delivered based on what was received.

  4. Compare it side by side with the PO if you need to ensure accuracy before finalizing.

  5. If you need to change which PO the delivery note belongs to, simply delete it and re-import under a different PO. It is not possible to unlink it.

How to export your Purchase Orders?

  1. From your Purchase Orders list, select the ones you need.

  2. Click Download > CSV file / PDF

  3. The CSV file includes essential fields like Order number, Delivery date, Remaining amount, and more.

How does it sync with Treasury expected transactions?

  • When a PO gets Verified and is Open, an expected transaction is created in the Agicap - Supplier Invoice account.

  • If you link invoices to the PO, the amount of the expected transaction updates accordingly.

  • Closing a PO removes its corresponding expected transaction.

💡 Tips

  • Use the loop icon when linking documents to compare your PO, delivery note, and invoice documents side by side.

  • Linking suggestions for purchase orders appear automatically when verifying your invoices if the order number and beneficiary match.

New Feature: Electronic Sealing of Documents

We are excited to introduce electronic sealing for documents, in compliance with the European eIDAS regulation. This feature ensures the authenticity and integrity of your documents by applying a qualified electronic time-stamp.

How does it work?

We electronically seal documents as soon as:

  • Supplier invoices are verified

  • Credit notes are verified

  • Purchase Orders (POs) are verified

  • Delivery notes are collected

This feature was already available for spend receipts and is now extended to these additional document types. A small label is displayed in the side panel of sealed documents, showing when the stamping was performed.

Limitations: This feature is not available for XML files (German e-invoicing) or invoices created from CSV imports.

Value for you:

  • Enhanced security and compliance with eIDAS and the EN 319 421 standard.

  • A step towards full electronic document management (EDM).

How to identify sealed documents?

Look for the label in the side panel of your document. This label confirms the document has been electronically sealed and displays the time-stamp details.

How to benefit from this feature?

No action is required on your part. All eligible documents in your account are being progressively sealed. This applies to both newly uploaded documents and your existing document history.

FAQ ❓

-I can't find the Purchase order option on my interface. How can I access it?

There may be many reasons for this: onboarding in progress, settings, access rights, etc. Please contact our support team, who will gladly help you. Just click on the blue bubble in the bottom right-hand corner of your screen!

-How can I unlink a linked invoice from a PO?

Open the linked invoice, locate the PO link and use the unlink option. You can then choose to link the invoice to a different PO or leave it unlinked.

-Can I have multiple invoices linked to the same PO?

Absolutely. As long as the PO status is Open, you can add invoices until the total linked amount meets or exceeds the PO amount.

-What if my delivery note is uploaded to the wrong PO?

Delete the delivery note from that PO and re-import it under the correct one. Keep in mind you won’t retain the old file once deleted.

-Do Purchase Orders and delivery notes appear in my CSV export?

Yes. When you download the CSV, you’ll see details like Delivery status and linked delivery note titles under each PO.

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