Acumatica - Three-Way Match (Bill <-> Receipt <-> PO)

Reconcile what was ordered (PO) vs received (receipt) vs billed (bill), line by line, and flag variances before a bill is paid. Read-only - never releases or edits a document.

⚠️ Known tenant behaviour

• $orderby is silently ignored - sort client-side.
• Date filters need datetimeoffset'YYYY-MM-DDTHH:MM:SS-04:00' literals.
• $select/$filter field names must match exactly or you get a hard 500.
• Decimal comparison filters (e.g. gt 0) may 500 with "Type conversions not supported" - filter client-side instead.
• Render each document number as a Markdown link from its browser_url.

The linking chain (verified field names)

Each Bill line (Bill -> expand="Details") carries the back-references: POOrderType, POOrderNbr, POLine -> the originating PO line, and POReceiptType, POReceiptNbr, POReceiptLine -> the receipt line. Line amounts: Qty, UnitCost, ExtendedCost, Amount, InventoryID, LineType.

Each PurchaseReceipt line (PurchaseReceipt -> expand="Details") carries: POOrderType, POOrderNbr, POLineNbr (link to PO line), ReceiptQty, OrderedQty, OpenQty, UnitCost, ExtendedCost, InventoryID, POReceiptNbr, POReceiptLineNbr.

Each PurchaseOrder line (PurchaseOrder -> expand="Details") carries: LineNbr, InventoryID, OrderQty, QtyOnReceipts, UnitCost, ExtendedCost, Completed.

Goods lines carry these PO/receipt references. Non-goods bill lines (e.g. accrued warranty, freight, GL-only) have the reference fields empty - those are legitimately "no PO" and should be reported as unmatched-by-design, not as errors.

How to match a single bill

1. get_record(entity="Bill", id="Bill/<RefNbr>", expand="Details").
2. For each bill line with a POOrderNbr, pull the PO once: get_record(entity="PurchaseOrder", id="<POOrderType>/<POOrderNbr>", expand="Details") and find the line where LineNbr == bill.POLine.
3. For each bill line with a POReceiptNbr, pull the receipt: get_record(entity="PurchaseReceipt", id="<POReceiptType>/<POReceiptNbr>", expand="Details") and find the line where its POReceiptLineNbr/LineNbr matches bill.POReceiptLine.
4. Compare per line (see rules) and classify each as Match, Variance, or Unmatched.

Cache PO/receipt lookups - many bill lines share one PO.

Match rules (per bill line)

• Quantity: bill.Qty should equal the receipt line ReceiptQty. Bill qty != received qty -> variance.
• Price: bill.UnitCost should equal PO.UnitCost (and the receipt UnitCost). Tolerance is 0 by default; if the user gives a tolerance (e.g. 2%), apply it.
• Extended: bill.ExtendedCost vs PO line ExtendedCost for the billed qty.
• Over-bill: billed qty across all bills for a PO line exceeds OrderQty -> over-billing flag.
• Unmatched: bill line has no POOrderNbr and no POReceiptNbr and is a goods line -> unmatched (true GL/expense lines are expected and noted separately).

Bulk mode - find exception bills in a window

To audit rather than check one bill:

list_records(entity="Bill",
  filter="Status eq 'Pending Approval' and Date gt datetimeoffset'<start>'",
  expand="Details", select="Type,ReferenceNbr,Vendor,Amount,Status,Date", top=200)

Then run the per-line rules on each; report only bills with at least one variance or unmatched goods line.

Output format

Bill: [010042](url)  Vendor 100234  Amount 4,150.58  Status Pending Approval
  Line 1  INV ABC-12345  Qty 3  @ 245.35   PO P010001/1 (ord 245.35)  R010001/1 (recv 3)  ✅ Match
  Line 2  INV ...            Qty 5  @ 12.00    PO P010001/2 (ord 11.50)   ⚠ Price variance +0.50/ea
  Line 3  Accrued Warranty   Qty 1  @ 4150.58  (no PO - GL line)          ℹ Unmatched by design
Result: 1 match, 1 price variance, 1 GL line. Recommend reviewing line 2 before release.

Tips

• A clean three-way match is a precondition for releasing a bill - surface variances before anyone hits Release.
• Hand any single problem document to doc-doctor for a deeper why-is-this-stuck diagnosis.
• For approval-state and on-hold context across many bills, pair with p2p-monitor.