Can one purchase order have more than one vendor invoice?

Yes. A PO supports multiple bills, each with its own invoice number, date, amount, line items and tax lines. The PO totals are re-evaluated after every bill.

Why can I not mark this PO as received?

Its total is $0. A received PO that can never be billed would be stuck, so WorkSkedge blocks it. Add or update line items so the total is positive and try again.

Can I remove a bill I recorded by mistake?

Yes. Bills are removed individually without affecting other bills on the PO. The billed total is recalculated and the status may revert to Partially Billed or Received.

What does Overpaid mean?

More money has been recorded against the PO than was invoiced. Correct the payment records, or close the PO if the difference is intentional.

Receive & Bill a Purchase Order

Use Mark Received once the goods arrive, then record the vendor invoice as a bill against the PO. A PO can carry several bills, and it flips to Billed once they total 99% of the PO amount.

Updated August 31, 2026 · Verified against PURCHASE-ORDERS.md, api/purchase-orders.md

Receiving and billing are two separate steps. Mark Received records that the goods or services arrived and stamps every line item as fully received, along with who received it and when. Billing records a vendor invoice against the PO. You can record more than one bill on the same PO, which is what makes partial shipments, backorders and progress billing work.

Before you start

The PO must be approved (or already partially received or partially billed).
The PO total must be greater than $0 before it can be received.
Receiving is not required before billing — POs in Approved, Partially Received, Received or Partially Billed can all be billed.

Receiving

Mark Received moves the PO to Received and sets every line item to fully received.
Receiving only some line items leaves the PO in Partially Received.
Receiving fires the po.received webhook for anything you have integrated.

Multi-bill support

First bill — when the vendor invoice arrives, bill the PO. If the billed amount covers the full PO total (within a 1% tolerance) the PO becomes Billed; otherwise it becomes Partially Billed.
Later bills — record additional invoices against the same PO. Each one is a separate bill record and the totals are re-evaluated every time.
Fully billed — once the bills add up to 99% or more of the PO total, the PO moves to Billed.

Individual bills can be removed without touching the others. When a bill is removed the PO''s billed total is recalculated and the status may drop back to Partially Billed or Received.

Recording payments

Once a PO is billed you can record payments against it.

Payment status	Meaning
Unpaid	No payments recorded
Partially Paid	Some paid, balance remaining
Paid	Full amount paid
Overpaid	More recorded than was invoiced
Closed	Manually closed, no further payments expected

Payment methods available when recording a payment: Check, ACH/Bank Transfer, Credit Card, Cash, Wire Transfer, Reimbursement and Other.

Notes and limits

If AI invoice scanning is enabled in finance settings you can scan a vendor invoice to pre-fill the bill, and backordered items are detected automatically.
Bills carry their own line items and tax lines, so a bill does not have to mirror the PO line for line.
Removing a bill dispatches the po.unbilled webhook.

Common errors

"Purchase order PO-00123 total must be greater than $0 before it can be marked as received." — the PO has no positive line items. Add or update line items so the total is positive, then receive it again. Mark Received is disabled in the app for $0 POs.
PO still Partially Billed after the last invoice — the recorded bills total under 99% of the PO. Record the shortfall or correct the PO total.

How do I receive and bill a purchase order?

Steps