PredictAP's Purchase Order feature automatically matches invoices with their corresponding POs from Yardi, then fills in the coding details for you. This guide explains how it works and what to expect.
How It Works
When PredictAP processes an invoice:
- PO Detection: The system scans the invoice for Purchase Order numbers
- Data Sync: PredictAP pulls current PO data from Yardi every 2 hours via API
- Matching: If a PO is found and the vendor matches, PredictAP uses that PO data to code the invoice
- Auto-Population: Invoice fields are automatically filled with PO information
- Delivery: If everything matches correctly, the invoice is submitted to Yardi
What Gets Filled In Automatically
When PredictAP matches an invoice to a PO, it automatically populates:
- Property(s) - From PO detail coding
- GL Account(s) - From PO detail coding
- Amount(s) - From PO detail coding
- Notes - From PO details
- Invoice Total - Sum of all line item amounts
Note:
All fields on the invoice have to match the PO coding exactly, including amount, otherwise Yardi will reject the invoice.
VAT and international tax fields are handled by Yardi after delivery (PlugIn v23+)
Invoice Statuses Explained
Held Back for Review
These invoices need your attention before they can be submitted:
PO Closed
- The PO is marked as closed in Yardi
- Invoice waits in "Needs Review" queue
- Will auto-process if PO reopens
PO Not Found
- PO number attached but not found in Yardi data
- Invoice waits in "Needs Review" queue
- Will auto-process when PO appears in system
- This is a configurable exception type and can be disabled, if desired.
PO Vendor Mismatch
- PO exists but vendor doesn't match invoice
- Invoice waits in "Needs Review" queue
- Requires manual verification
- Will auto-process if PO coding is updated
Verify PO Amount
- Predicted amounts don't align with PO amounts
- Invoice waits in "Needs Review" queue
- Check invoice and PO for exact amount matching. Remember, Yardi won’t accept the invoice unless the amount(s) matches the PO.
Delivery Attempted
Delivery Failed - PO Not Approved
- Invoice was sent to Yardi but rejected
- PO needs approval in Yardi first
- Can be retried once PO is approved
- Will auto-process if PO becomes approved
Requirements for Successful Delivery
PO Must Be Open and Approved
- Only POs with "Open" and "Approved" status will process
- Closed or unapproved POs will cause delivery to fail
Exact Line Item Matching
- Invoice line amounts must match PO line amounts exactly
- No partial line item coding or rounding differences allowed from Yardi at this time*
- Each PO line can only be used once*
*TR open with Yardi to improve this experience
PO Line Items Need Descriptions
- All PO line items must have descriptions in Yardi
- Required for proper data sync and display
Automatic Updates
PredictAP automatically re-checks held invoices when PO data updates:
- Direct Delivery On: Qualifying invoices submit automatically to Yardi
- Direct Delivery Off: Invoices move to "Ready to Submit" status
Updates happen every 2 hours when PO data syncs from Yardi.
Important Limitations
Change Order POs
- Change Order POs (CO POs) cannot be auto-attached
- Closed parent POs with associated COs cannot be delivered through PredictAP
Version Requirements
- Requires Yardi Vendor Invoicing PlugIn v22 or higher
- PlugIn v20 and v21 are not compatible with PredictAP PO sync
Troubleshooting Tips
Invoice Won't Submit?
- Check if PO line item is already used by another invoice in Yardi
- Verify PO is open and approved in Yardi
- Confirm invoice amounts match PO amounts exactly. Adjustments can later be made in Yardi as needed.
Still Having Issues?
- Remove the PO from the invoice
- Submit without PO
- Reattach the PO later in Yardi
Best Practices
Before implementing PO matching, consider:
- Vendor Behavior: Do your vendors include PO numbers on invoices?
- PO Timing: Are POs created and approved before invoices arrive?
- PO Structure:
- Do you follow a 1:1 PO-to-invoice process? This works best right now with PredictAP and Yardi’s requirements.
- Do you burn down a single line item on a PO and associate it with multiple invoices? You might not be able to deliver invoices this way until Yardi upgrades their PO delivery requirements.
Getting Help
If you're experiencing issues with PO delivery or planning to upgrade your Yardi PlugIn version, contact your PredictAP Customer Success Manager for a workflow review.
This feature requires proper API access between PredictAP and Yardi, with the interface user having access to both property and vendor information on the PO.