How to Reconcile Invoices with Purchase Orders (PO) in DigitAI

Step by step

1. 1

   Understand the Purpose and Benefits of Reconciliation

   Reconciling invoices with Purchase Orders (PO) in DigitAI is an essential process to ensure accuracy in financial management. It allows you to verify that invoiced goods or services match what was previously agreed upon in a PO, improving expense control, traceability, and payment efficiency. By linking each invoice item to its corresponding PO, errors are minimized, and approval is streamlined.

2. 2

   Access Reconciliation from Documents

   There is no separate reconciliation module. Access is located in the **Documents** section (`/documentos`) in DigitAI's sidebar. Click on the document or the edit pencil icon ✏️ to open **Reviewer / Manual Processing** (`manual-processing`). If the document schema has PO verification enabled (`is_payment_order_verification: true`), you will see the **Reconciler** tab (`conciliador`) in the header.

3. 3

   Identify Statuses and Items Requiring Linkage

   Upon opening the Reconciler tab, you will see two tables along with their respective statuses: - **Invoice items**: divided into `Pending` (clock icon in amber, summarized in the header as 'Pending invoice items') and `Reconciled` (green checkmark, dimmed row with locked checkbox, and an enabled 'Unlink' button with link_off icon to detach if needed). - **PO lines**: display the live status returned by the ERP (amber badge for 'Pending', green badge for 'Completed' or 'Delivered'). - **Summary badges**: show live comparison metrics: Quantity (green if matched, red if differing) and Total (green if matched, amber if differing).

4. 4

   Search and Select the Corresponding Purchase Order

   An initial search runs automatically when clicking the orange **RECONCILE** button, using the data extracted from the invoice (PO number and vendor Tax ID / CUIT). For manual searches, a real-time search box above the PO table with the placeholder `Buscar por SKU o descripción...` allows filtering instantly by SKU, description, line, or code. To reconcile, check the checkboxes for the invoice item and the corresponding PO line(s) (supports 1-to-N or N-to-1 matching within the same PO). Then click **RECONCILE** to attach the PO details to the invoice item, immediately updating its status to Reconciled.

5. 5

   Actions if No Purchase Orders Are Found

   If the system displays the message "No se encontraron líneas para «[text]»" or a warning indicating no response/connection failure with the ERP: 1. Clear or adjust filters in the manual search box (`Buscar por SKU o descripción...`). 2. Return to the Reviewer header and verify that the PO number and vendor details extracted from the invoice are accurate. Correct any OCR mistakes to query the ERP again. 3. If an individual line requires adjustment, you can edit it manually using the pencil icon ✏️ on the row. 4. If the issue persists, verify directly in your ERP that the PO is approved and available, or contact technical support.

6. 6

   Review and Confirm the Reconciliation

   Before completing document review, verify that all invoice items are in `Reconciled` status (green checkmark) and that Quantity and Total badges do not show unexpected variances. When clicking **RECONCILE**, the linkage is stored within the manual processing workflow, allowing the document to move forward through approval and accounting posting.