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Hi community, we want to update you that we've recently released the ability to include Purchase Orders (PO) through Payable Invoice Summary report. If you expand the side panel on the left of the report and select the 'Outstanding purchase orders summary' report, this will automatically display all Bills, Credit Notes and Purchase Orders and group them by Contact for you. You can use the total row of each contact to infer the remaining balance.
We're aware this may not directly show the information that you’re asking for here, so we'll keep the status idea as it is and we’ll let you know if there’s any further updates.
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Al Sheybani
supported this idea
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Feature Request: PO Discrepancy Tracking and Four-Way Matching in Xero
Xero currently lacks a mechanism to track discrepancies between purchase orders, goods received, and bills. This creates a significant gap in inventory and financial accuracy, especially when POs are used across both sales and purchasing workflows.
Use Case / Scenario:
A Purchase Order (PO) is created and sent to a vendor for 10 units.
That same PO is copied to a sales invoice and sent to a customer, assuming full fulfillment (10 units).
However, the vendor only delivers 7 units and issues a bill for those 7.
In Xero, when the bill is entered for 7 units, the system does not flag the discrepancy or track the 3 unfulfilled units from the original PO.
As a result, inventory and accounts payable only reflect 7 units, while the customer invoice still reflects 10 units — leading to an inventory shortfall and potential overcommitment to the customer.
The Problem:
Xero does not currently support:
Discrepancy tracking between what was ordered (PO), what was received (goods), and what was billed.
A formal Goods Receipt step in the workflow.
Any alert or flag when there is a mismatch in quantities between PO, Bill, and Invoice.
This creates risk in several areas:
Inventory Management: The system overstates stock available for sale or delivery.
Customer Commitments: You may invoice customers for goods that haven't been received or cannot be fulfilled.
Accounts Payable Oversight: There's no easy way to verify if you're being billed accurately against what was actually delivered.
Audit Trail: There is no proper trace of unfulfilled orders or delivery discrepancies.
Request:
Introduce a proper four-way matching capability in Xero that covers:
Purchase Order (PO)
Goods Receipt
Supplier Bill
Customer Invoice or Payment
Additionally:
Allow Xero to track unfulfilled units on partially billed or partially received POs.
Provide alerts or flags for mismatches between what was ordered, received, and billed.
Maintain open PO balances that clearly show what quantities are outstanding.
Why It Matters:
This functionality is essential for businesses managing physical inventory, especially those who:
Pre-sell inventory based on POs
Rely on partial deliveries
Need accurate stock-on-hand for order fulfillment
Require a clear audit trail between procurement and invoicing