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The approval max software is probably great, but I don't think we should have to pay extra for something that is a basic function of a purchase order.

I've come to recognize that XERO is not interested in building new functionality for their platform but rather would rather rely on 3rd party "partners" to fill in the gaps of their software.

I've not personally used this tool, but https://www.approvalmax.com/xero may be a good option.

I wish to support that idea.
It is an excruciating task try to work out how much was billed on the PO - especially if there are multiple bills for one PO.

Hi Xero Product Team,

Currently, there are no system controls in place to ensure that a new invoice is not processed against an already fully billed PO. Could you please work on establishing a control for this and advise?

Thanks,
Hussain

We just switched over. Thought we did a very deep dive into the software and didn't find any issues, but there is always one!

Having the ability to keep track of what items have been received by suppliers and have been delivered to clients is so crucial. Using the notes isn't very streamlined, it helps a little, but its time consuming having to have someone type in every SKU received and every SKU sent out.

Would really love a fix on this.

Just adding to the club here, we just transferred to Xero and this issue make us deeply regret it and we will have to look at another move if this isn't sorted.

It would be good to have this in a report but i would like the actual purchase order to show when lines have been invoiced. I constantly get invoices for part of a purchase order and then have to work out what has already been invoiced.

With great fanfare Xero announced a new report - Outstanding Purchase Order Report. This report only provides a detailed listing of what was billed and what was ordered grouped by contact. There is no linkage between the PO and the bill so it is still not possible to determine what items on a PO remain outstanding unless you do what we've always done - manually reconcile bills with PO's

I would say I can't believe this is still an issue... however, this has been my reality for 3 years since we moved to XERO.

I can't keep any trace of back orders (non-delivered items). It is really quite unreal! So its back to the drawing board (or actual physical WHITEBOARD) .

We were promised 18 months ago that there would be something within 2022. 9 month in and I don't see this happening again.

So...... XERO team are you actually going to do anything in this space???

Totally agree with previous comments. I print the orders off and mark off manually what's been delivered & invoiced. It totally goes against the fact that you can use Xero anywhere. If I work from home it takes 3 times longer as I have to look back at the history against each order. Ridiculous

I think this should be standard not an extra cost. It's common sense to be able to invoice part of a purchase order not a "bespoke" item that we should pay more for. Obviously the number of comments on here show a lot of people would use this feature as standard and feel the same way.

We also use Approval Max as an add on to Xero where you create Purchase Orders for approval and it automatically feeds into Xero once approved.

We have recently received an email listing new features to add on to Approval Max which includes PO to bill matching, showing what has been billed and what is still outstanding. This should solve the problem but it is at an extra expense rather than being part of Xero as standard, which I think it should be.

We will be adding this to our subscription in the next month, when we have investigated further.

Hmm, I guess if this important feature isn’t fixed we may have to look at another package that does. I agree with Leo, I want function changes not how pretty it looks!!

I see this was submitted in 2022, but in the forums I can see angry comments dating back years.

This should be basic functionality, that every other major accounting software company has.

If I order 100 x ITEM, and have 20 x ITEM delivered & invoiced, I want the PO to automatically show that of the original 100 x ITEM ordered, 80 are outstanding and 20 are billed. I don't want the PO on my list still showing that 100 are due.

It's getting there with the introduction of being able to report on POs, but just need to fully develop this idea so it is on one report, as mentioned by Gwen. It is something a lot of big companies would benefit from - a lot of our clients are asking for this type of report.

Ridiculous that you can't mark a PO as partially billed and see what is billed and remains to be billed ..

When we order multiple items from any of our suppliers, it is quite common for them to part-ship to our clients due to stock availability. Each time part of the original order was sent, we'd receive an invoice for that part and in MYOB it was straightforward to open the original 'Order' (yellow background), change it to a 'Bill' (blue background) and leave the undelivered item quantities in the Backordered column. An open order for the remaining items would remain, so it was easy to see what was outstanding on any order at any time. It amazes me that this basic functionality does not exist in Xero.

I don't understand how this option is not available yet.

Very urgent feature!

This just seems like common sense, I don't understand why it's not already a feature.

Wow, I am not sure why there is not much support for this one.

I really wish Xero focus more on the fundamental functions rather than cosmetic improvement.

To name a few, PO should have partial delivery and partial bill. And also, account should have internal reconciliation function. this is for prepayment reconciliation!

Instead I see cosmetic changes. To name a few, the "new invoice" looks way worse than the classic. I know some may like it but I don't. Also, some new window the new looks is nothing but enlarge the font. Really, focus on usability and function please.