Enumerate Setup Guide: Purchase Orders & Invoice Matching

Set up purchase orders (POs) in Enumerate by turning on the purchasing feature, creating vendors and GL accounts, building a PO with correct coding and approvals, then entering the vendor bill (invoice) and matching it to the PO so quantities and dollars “relieve” the PO and hit the right expense and payable accounts. If everything is already set up, the main job is: create PO, send to vendor, receive, enter bill, match, review variances, post.

 

Before starting (quick requirements check)

 

• Permissions: user must have purchasing/AP rights (create PO, approve PO, enter/post bills).
• Vendor exists: vendor record with payment method, remit address, W-9 info if needed.
• Chart of accounts: correct expense GL and AP liability GL; job/cost codes if used.
• Property/association context: confirm you are in the right association and fiscal period is open.

 

Step 1: Enable and configure purchasing

 

• Go to system/company settings for Purchasing or AP and confirm Purchase Orders are enabled.
• Set PO numbering (auto vs manual) and approval workflow (who approves, dollar thresholds).
• Confirm default posting rules: accrual vs cash behavior for bills, and whether POs are encumbrances (budget reservation).

 

Step 2: Create the PO correctly

 

• Navigate to Purchasing then Purchase Orders then create new.
• Select Association and Vendor.
• Add line items with GL expense account, description, quantity, unit cost, and tax/shipping if applicable.
• If your setup uses them, add department, job, cost code, or fund so reporting stays clean.
• Attach backup (proposal, board approval) and submit for approval.

 

Step 3: Send, receive, and control changes

 

• After approval, send PO to vendor from the PO screen (email/PDF).
• When work/materials arrive, mark received (full or partial). This matters for partial invoices.
• If pricing changes, use a formal PO change (not a silent edit) so approvals and audit trail stay valid.

 

Step 4: Enter the invoice (vendor bill) and match to the PO

 

• Go to Accounts Payable then Bills/Enter Invoice.
• Select the same Vendor and Association, enter invoice number/date/due date.
• Use the option like Match to PO or Select PO, then choose the open PO.
• Pull in PO lines, then adjust only what the invoice truly differs on (quantity, unit cost, freight).
• Save as unposted if you need review, then post to create the payable and book the expense.

 

Validation and common mistakes to avoid

 

• Wrong association: causes reports and budgets to be wrong; fix before posting.
• Invoice entered without matching: leaves PO open and doubles commitments; always match if a PO exists.
• GL mismatch: invoice coded to a different expense than the PO; align unless there is a real reason.
• Partial invoices: match only received quantities; keep remaining PO open for later.
• Overbilling: if invoice exceeds PO, require a change order or additional approval.

 

Troubleshooting

 

• PO not showing to match: check vendor/association match, PO status (approved, not closed), and user permissions.
• Cannot post bill: period closed, missing required fields, or approval required.
• PO won’t close: remaining quantity/dollars open; close manually only if you are sure no more invoices are coming.

 

When to contact Enumerate support

 

• PO matching behaves inconsistently across associations, or encumbrance/budget impact is unclear.
• Approval workflow, roles, or audit trail needs adjustment and you cannot access admin settings.
• Data migration created duplicate vendors/POs or historical bills are not linking correctly.