How Purchase Orders Work in PredictAP (For Yardi customers)

Overview

For Yardi customers using purchase orders, PredictAP offers an intelligent PO matching and coding workflow. When an invoice arrives, PredictAP scans the document for a PO number, cross-references it against PO data synced from Yardi, and automatically populates the invoice record with the corresponding coding — including property, GL account, and line item amounts. The result is a faster and more consistent process. Fewer manual coding decisions for your team, errors in your system, and payment delays.

PredictAP's Purchase Order system provides:

Back-End Integration - PredictAP connects to Yardi via API and syncs your PO data every two hours. This keeps the matching engine current without any manual exports or uploads on your end.

PO Coding Automation - When a PO is detected and matched, PredictAP automatically populates the invoice with the PO's coding details. Invoices that meet all delivery requirements can be submitted to Yardi with no human intervention.

Oversight and Enablement - PredictAP monitors each PO-matched invoice for anomalies such as a closed PO, vendor mismatch, or amount discrepancy. Users can easily mange exceptions though a sortable and filterable queue, which provides status indicators and a recommended resolution path.

PO Burndown - For customers who apply multiple invoices against a single PO over time, PredictAP supports partial PO consumption or "burndown". Rather than requiring invoice amounts to match PO line amounts exactly, PredictAP can submit partial amounts and track the remaining balance on each PO line item. (requires Yardi Plug-In v25.7 or higher) 

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Key Features and Functions

Back-End Integration

• Automated PO Sync: PredictAP pulls your current PO data from Yardi every two hours via API. No manual exports or file transfers required.
• PO Number Dropdown: Over time, PredictAP builds a recognized list of valid PO numbers, which becomes available as a searchable dropdown on the invoice record for easy manual association.

• Vendor History: Historical invoices with an attached PO number are also populated with the relevant PO reference.

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PO Coding Automation

• PO Detection: When an invoice is received, PredictAP scans the document for PO numbers and related labels.

• Auto-Population: When a match is found and the vendor aligns, PredictAP automatically fills in the invoice's property, GL account, notes, and line item amounts from the PO data.
• Manual Override - Remove: If a PO was recognized but shouldn't be attached, users can remove it using the trash icon — which restores PredictAP's original AI-predicted coding. 

• Manual Override - Add: Users can also manually add a PO that wasn't automatically detected using the "Add Purchase Order" button.

• Direct Delivery Support: PO Recognition is compatible with Direct Delivery. You can optionally configure Direct Delivery to apply only to invoices with a recognized PO number.

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Oversight and Enablement

PredictAP routes invoices to a "Needs Review" queue when an issue is detected, along with a status indicating the reason. Most statuses also support automatic resolution — if the underlying condition in Yardi is corrected, PredictAP will re-process the invoice on the next sync cycle.

Held Back for Review

Status	What It Means	Auto-Resolves?
PO Closed	The PO is marked closed in Yardi	Yes, if PO is reopened
PO Not Found	PO number detected but not in synced Yardi data	Yes, when PO appears in system
PO Vendor Mismatch	PO exists but vendor doesn't match the invoice	Yes, if PO coding is updated
Verify PO Amount	Predicted amounts don't align with PO amounts	Manual review required

Note: "PO Not Found" is a configurable exception type and can be disabled if your workflow doesn't require it.

Delivery Failures

Status	What It Means	Resolution
Delivery Failed — PO Not Approved	Invoice was sent to Yardi but the PO wasn't yet approved	Retry once PO is approved in Yardi; will auto-process if PO becomes approved

Delivery Requirements

For an invoice to successfully deliver to Yardi, the following must be true:

• The PO must be in Open and Approved status in Yardi
• Invoice line amounts must match PO line amounts exactly (except when Burndown is enabled — see below)
• Each PO line item can only be used by one invoice at a time
• All PO line items must have descriptions in Yardi

Tip: If an invoice won't submit, check whether the PO line item is already used by another invoice in Yardi. If so, you can remove the PO from the invoice, submit without it, and re-attach it later in Yardi.

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PO Burndown (Yardi Plug-In v25.7+ required)

PredictAP now supports partial purchase order consumption, allowing multiple invoices to be submitted against a single PO line item over time until the balance is fully paid down.

This matters for customers — particularly in multifamily — who use a "burn down" approach: one PO covers multiple invoices over time (for example, a $10,000 maintenance PO paid down across several $2,000 invoices). Previously, invoice amounts had to match PO line amounts exactly, forcing customers to either create 1:1 POs or manually adjust amounts. With Yardi's updated API and PredictAP's new validation logic, partial submission is now supported natively.

PO Burndown Details:

Users can review the specific details of a PO and line-item level Total Balance and Remaining Balance by clicking the "View PO" button in the Header tab. 

How it works:

• Partial Amount Submission: Invoices can be submitted with amounts less than the PO line item total by including the PO Detail ID in the submission.
• Balance Remaining Tracking: PredictAP syncs and displays the remaining balance available on each PO detail line, visible in the details tab of the invoice record.

• Predicted Amounts Preserved: Unlike base PO Recognition (which overwrites line item amounts with PO data), Burndown uses PredictAP's predicted amounts for line items — enabling partial consumption while keeping the AI's coding in place.
• Field Overwriting: Property, GL account, and notes are still populated from PO data; only amounts remain as predicted.
• Automatic Fallback: If balance remaining data isn't available from Yardi, PredictAP automatically falls back to the standard v22–25.6 workflow of full amount overwriting.
• Header Total Reconciliation: PredictAP automatically ensures the invoice header total equals the sum of detail line amounts before submission.

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Getting Started

Purchase Order Recognition is an optional, configurable feature available to Yardi customers on Plug-In v22 and above. To enable it — or to adjust exception handling settings — contact PredictAP Support here or reach out to your Customer Success Manager.

If you're planning an upgrade to your Yardi Plug-In version, we recommend scheduling a workflow review with your CSM before going live, particularly if you're moving from v19 to v22+, or upgrading to v25.7 to take advantage of Burndown.

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Common Use Cases

1:1 PO-to-Invoice workflow — A vendor submits one invoice per PO. PredictAP detects the PO number, matches it to Yardi, codes the invoice automatically, and delivers it without any manual review. This is the simplest and most reliable configuration.

Burn-down PO workflow (v25.7+ only) — A property team creates a single maintenance PO for a large scope of work, and receives multiple invoices over time, each covering a portion of the total. PredictAP tracks the remaining balance and allows each invoice to be submitted as a partial amount against the PO line.

Mixed invoice volume — Teams processing a high volume of invoices can configure Direct Delivery for PO-matched invoices only, so that clean matches go straight to Yardi automatically while non-PO invoices continue through the standard review process.

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System Requirements

Yardi Invoice Plug-In Version	PO Support Level
v25.7 and above	Full support, including PO Burndown (partial consumption)
v22–v25.6	Full PO Recognition and coding automation; exact amount matching required
v20–v21	Not compatible — PO sync is not supported
v19 and below	PO numbers can be attached to invoice records, but no automated coding is performed; Yardi handles coding at delivery

PO sync also requires that the Yardi interface user has access to both property and vendor information on the PO.

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Additional Resources & Related Content

• Direct Delivery Explained
• Processing Invoices
• Yardi Integration Overview
• Troubleshooting Invoice Delivery
• Contact PredictAP Support for configuration changes