Working with purchase orders

To help streamline and consolidate your payables, Purchase Orders (POs) can sync between Cashflow360 and Oracle NetSuite, Sage Intacct, and QuickBooks Enterprise if you have enabled that setting in your account.

Notes:

• To be eligible to enable PO Sync, you will need to be syncing with Oracle NetSuite, Sage Intacct or QuickBooks Desktop or Enterprise.
• Purchase Order Sync will be available to new Cashflow360 clients starting in May 2026 during their Cashflow360 onboarding appointment.
• Existing Cashflow360 clients will be able to enable Purchase Order Sync through a phased rollout beginning in June 2026.
  • Clients will receive an in-product notification with additional details when the functionality becomes available to them.

Jump to:

• Enable purchase orders
• How is 2-way match different from 3-way match?
• Which matching workflow should I use?
• 2-way purchase order matching workflow
• 3-way purchase order matching workflow
• Switch between 2-way and 3-way purchase order matching on a single account
• Switch between 2-way and 3-way purchase order matching for a client on your console account
• Purchase order statuses
• Additional info for Sage Intacct
• Additional info for Oracle NetSuite
• Additional info for QuickBooks Enterprise
  • Video tutorials for setup and process
• Things to know if you don't use purchase order sync

Enable purchase orders

1. Select Settings
2. Select Features under Billing & Subscription
3. Select Use it on the Purchase Orders row to enable POs, or select Don't use it to disable POs

Things to Know

• When POs are disabled, you won't see Purchase Orders in the navigation menu
• When POs are disabled, they won't sync to Cashflow360 from your accounting software, and you won't be able to link bills to POs
• Any POs created in your accounting software while POs are disabled in Cashflow360 will sync to Cashflow360 if you enable POs again
• If you disable POs after linking POs to bills in Cashflow360, the links will remain if you enable POs again
• Any bills created from a PO and containing line items from a PO will still keep those line items if POs are disabled

How is 2-way match different from 3-way match?

When you first enable POs, 2-way match is the default setting. You can switch between 2-way match and 3-way match if you sync with Oracle NetSuite or QuickBooks Enterprise. More information on how they compare is below.

With PO 2-way match:

• Cashflow360 compares details between POs and invoices.
• Cashflow360 calculates what has been paid for and what is outstanding from the PO and linked bills

With PO 3-way match, we added:

• Cashflow360 calculates what has been received and what is outstanding from the PO and receipt information from Oracle NetSuite/QuickBooks Enterprise
• The PO link is on the bills list
• The PO link is on the view bill pages
• When creating bills for a PO, you can pay for more than what you’ve received as long as it’s less than or equal to the PO quantity ordered. If your received quantity is more, then you can pay up to that received quantity, as it’s more than the PO-ordered quantity.
• When you create more than one bill for a PO, the newest created bill will consider what's already been received and paid for in previous bills, and what is still outstanding, helping you keep track of how much of what you ordered remains to be paid, how much you’ve received remains to be paid, which lines are fully paid, etc. No more manual calculation!

Which matching workflow should I use?

There are no requirements to use either workflow, other than having POs enabled, and for 3-way match, you must sync with Oracle NetSuite or QuickBooks Enterprise. Select your preferred workflow based on the suggestions below.

You may choose to use 2-way match if:

• You don't sync with Oracle NetSuite or QuickBooks Enterprise
• You only need to track services
• You don't need to track individual inventory items
• You only track a small amount of individual inventory items

You may choose to use 3-way match if:

• You sync with Oracle NetSuite or QuickBooks Enterprise (required)
• You need to track large amounts of inventory items
• You need to track individual inventory items and line level
• You need to track services and large amounts of inventory items
• You process many order receipts and want to track that detail

2-way purchase order matching workflow

To perform 2-way purchase order matching between POs and invoices, POs must be created and maintained in your accounting system. POs are view-only in Cashflow360, and only sync from your accounting system to Cashflow360.

1. Create the PO in your accounting system
2. Sync, which will create the view-only PO in Cashflow360
3. Create a bill for the PO in Cashflow360, making sure to select the PO you created in the Purchase Order Number field, and select Save
   • We'll automatically show the most recent open POs for the vendor. You can select one of the most recent or type in the number to narrow the results in the drop-down, then select.
4. Sync, which will create the bill and link it to the PO in your accounting system
5. Schedule payment for the bill in Cashflow360
6. Sync, which creates the payment record in your accounting system and updates the bill and PO status, depending on partial or full payment/receipt

Note: Once a bill is linked to a PO, it cannot be unlinked and must be deleted if a new bill is required.

Discrepancies:

• We’ll block the bill save if the PO qty remaining is less than the bill qty
• We’ll block the bill save if a new line item that doesn't belong to the PO gets added

3-way purchase order matching workflow

To perform 3-way matching in Cashflow360, POs must be created and maintained in Oracle NetSuite or QuickBooks Enterprise. POs are view-only in Cashflow360. You must also be using item receipts in Oracle NetSuite or QuickBooks Enterprise to track receipt of inventory, goods, and/or services.

POs & item receipt details are synced only from QuickBooks Enterprise or Oracle NetSuite to Cashflow360.

1. Create the PO in Oracle NetSuite/QuickBooks Enterprise
2. Enter Item Receipt information in Oracle NetSuite/QuickBooks Enterprise when you receive the items
3. Sync, which will create the view-only PO in Cashflow360, including quantity received info at the PO line item level.
4. Create a bill for the PO in Cashflow360, making sure to select the PO you created in the Purchase Order Number field, and select Save
   • We'll automatically show the most recent open POs for the vendor. You can select one of the most recent or type in the number to narrow the results in the drop-down, then select.
   • Enter line item quantities on the bill, and match against item quantity ordered and item quantity received.
   • Cashflow360 keeps track of Item qty Ordered, Items qty Received (these are from Oracle NetSuite), Item qty Billed, and Remaining Items qty to be billed (these are calculated and tracked by Cashflow360)
   • PO line items that are fully received and fully billed are not shown for future bill matching against the PO to help bring clarity, accuracy, and speed to the matching process
5. Sync, which will create the bill and link it to the PO in your accounting system
6. Schedule payment for the bill in Cashflow360
7. Sync, which creates the payment record in Oracle NetSuite/QuickBooks Enterprise and updates the bill and PO status, depending on partial or full payment/receipt

Discrepancies:

• We’ll block the bill save if the bill qty is less than or equal to the PO qty, but the bill qty is greater than the unbilled qty received (whichever is higher)
• We’ll show a warning if the bill quantity is less than the PO quantity remaining but greater than the quantity received (whichever is lower)

Switch between 2-way and 3-way purchase order matching on a single account

When you first enable POs, 2-way match is the default setting. You can switch between 2-way match and 3-way match if you sync with Oracle NetSuite or QuickBooks Enterprise.

Enable 3-way matching/disable 2-way matching:

1. Select Settings in the navigation menu
2. Select Features under Billing & Subscription
3. Select Use it for Enabled Purchase Order 3-way Match to enable 3-way matching

Disable 3-way matching/enable 2-way matching:

1. Select Settings in the navigation menu
2. Select Features under Billing & Subscription
3. Select Don't use it to disable 3 Way Match, which enables 2-way match if you still have POs enabled.

Switch between 2-way and 3-way purchase order matching for a client on your console account

When you first enable POs for a client, 2-way match is the default setting. You can switch between 2-way match and 3-way match if the client syncs with Oracle NetSuite or QuickBooks Enterprise.

Enable 3-way matching/disable 2-way matching:

1. Select Features and then Purchase Order on your Accountant's Console
2. Select Use it under Enabled Purchase Order 3-way Match to enable 3-way matching for a listed client
   • Purchase orders must already be enabled for the client. If they aren't, select Use it under Enabled Purchase Order to enable

Disable 3-way matching/enable 2-way matching:

1. Select Features and then Purchase Order on your Accountant's Console
2. Select Don't use it under Enabled Purchase Order 3 Way Match to enable 3 Way matching for a listed client. To disable 3 Way Match, which enables 2-way match if you still have POs enabled.

Purchase Order Statuses

POs in Cashflow360 will have one of four statuses:

• Unfilled
• Partially filled
• Filled
• Closed

Those statuses sync as follows:

Note: POs in draft status, and any approval statuses on the POs, won't sync to Cashflow360

Additional info for Sage Intacct

• 2 new sync preferences will be required to sync POs
  • PO Template Name on Intacct
  • PO Vendor Invoice Template Name on Intacct
• Vendor Invoices in Sage Intacct don't sync to Cashflow360

Additional info for Oracle NetSuite

• If you create a bill for a PO in Cashflow360 instead of Oracle NetSuite, be sure to sync twice to update the PO status in Cashflow360.
  • The first sync will sync the bill from Cashflow360 to Oracle NetSuite and update the PO status.
  • The second sync then updates the PO status in Cashflow360, from Oracle NetSuite
• If Oracle NetSuite is set up to receive items on a PO, the status won't be updated to "filled" in Cashflow360 until items are received in Oracle NetSuite, even if a bill is attached to the PO in Cashflow360
  • The PO will have a "receive" button in Oracle NetSuite if it is set up for item receipt
  • If a bill is created in Cashflow360 and linked to a PO that has not yet been marked as received in Oracle NetSuite, "Bill in Advance of Receipt" needs to be enabled in Oracle NetSuite, or the bill will cause a sync error and won't sync to Oracle NetSuite (see article at the bottom of this page)

Additional info for QuickBooks Enterprise

• You'll need QuickBooks Desktop sync dashboard version 3.3.0.0 or later to sync POs.
• Run a sync before enabling POs
• Only current data will sync; historical data will not sync
• Purchase order currency must be in USD and greater than $0 and less than $99,999,999
• QuickBooks bill quantity must always match the received quantity.
• Currently, we only support Multi-Item Receipts for one bill.
• Currently, we only support Single U/M Per Item for Unit of Measure preferences in QuickBooks
• If "Enhanced Inventory Receiving" is enabled in QuickBooks, this setting won't work with Cashflow360 PO sync at this time.
• We currently do not support inventory sites for Advanced Items.
• For a PO to sync from QuickBooks to Cashflow360, the lines of the PO must be completely unique based on several dimensions. If there's more than 1 non-unique PO line in a given PO per vendor, then the PO will not sync, and any linked bills will only sync as a regular bill to Cashflow360
  • Dimensions considered with the following combination
    • Item
    • Customer/Job
    • Class/Department
    • Price/Rate

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Things to know if you don't use Purchase Order sync

• The PO number will sync from the "Converted From" field on a Vendor Invoice
• To avoid sync errors, bills/vendor credits originating from POs should not be edited in Cashflow360. A reminder will be displayed when Edit is selected on any bill/vendor credit originating from a PO.
• If you need to edit a bill/vendor credit originating from a PO, make the edit in Oracle NetSuite or Sage Intacct and let the update sync into Cashflow360.