Vendor & PO Rules

Configure approval routing based on Vendor relationships and purchase order status.

Vendor-based Rules

Route invoices from specific vendors to designated approvers.

Creating a Vendor Rule

1. Navigate to Settings > Approval Rules
2. Click New Approval Rule
3. Configure the following fields:

Field	Value
Rule Name	Strategic Vendor - Acme Corp
Priority	15
Condition Type	Vendor
Vendor	Acme Corporation
Approver	procurement.director@company.com

Vendor Categories

Route invoices by vendor classification:

Category	Example Vendors	Typical Approver
Strategic	Top 10 suppliers by spend	Procurement Director
Preferred	Contracted vendors	Category Manager
Standard	Regular vendors	AP Supervisor
New	First-time vendors	Finance Manager

PO-based Rules

Route invoices based on purchase order matching status.

PO Status Conditions

Condition	Description	Use Case
Has PO	Invoice linked to a PO	Standard 3-way match
No PO	Invoice without PO reference	Exception handling
PO Matched	All lines matched within tolerance	Auto-approval candidate
PO Variance	Lines exceed tolerance	Variance review

Creating a PO Rule

1. Navigate to Settings > Approval Rules
2. Click New Approval Rule
3. Configure the following fields:

Field	Value
Rule Name	Non-PO Invoices
Priority	5
Condition Type	PO Status
PO Condition	No PO
Approver	department.head@company.com

PO-based Routing Example

Condition	Priority	Approver
No PO	5	Department Head
PO Variance > 10%	10	Procurement Manager
PO Matched	20	Auto-approve
Has PO	30	AP Supervisor

Combining Vendor and PO Rules

Create sophisticated routing by combining conditions:

Strategic Vendor + No PO Example

• Rule Name: Strategic Non-PO Invoice
• Condition 1: Vendor Category = “Strategic”
• Condition 2: PO Status = “No PO”
• Logic: AND (both must match)
• Approver: CFO

Vendor Approval Lists

Configure trusted vendors for streamlined processing:

1. Navigate to Settings > Vendor Approval Lists
2. Create a new list (e.g., “Auto-Approve Vendors”)
3. Add vendors to the list
4. Reference the list in Approval Rules

Auto-approve Trusted Vendors

• Rule Name: Trusted Vendor Auto-Approve
• Condition: Vendor in “Auto-Approve Vendors” list
• Condition: Amount < 1,000 CHF
• Logic: AND
• Action: Auto-approve

Best Practices

1. Review vendor categories regularly — Update classifications as business relationships evolve
2. Require PO for high-value purchases — Enforce procurement policies through rule configuration
3. Monitor non-PO invoice volume — High volumes may signal policy compliance gaps
4. Document exceptions — Track reasons for vendors bypassing standard workflows

Related

• Amount-based rules
• Auto-approval thresholds
• Understanding approvals