Update Purchase Order Line

When an inbound e-invoice is linked to a Purchase Order, the Update Purchase Order Line feature synchronizes the PO with the invoice data — updating quantities, unit costs, line discounts, and item tracking reservations.

Entry points

The feature can be triggered manually or automatically.

Manual (user action)

On the Purchase Invoice Comparison page, two actions are available:

Action	What it does
Update Purchase Order Line	Applies the invoice data to the linked PO lines
Update Purchase Order Line And Post	Applies the invoice data and then posts the Purchase Order

Automatic

During auto-processing, the update runs automatically with SuspendRelease = true to prevent the PO from being released immediately.

How lines get matched

Before the update runs, the system needs to know which invoice line corresponds to which PO line. This matching happens when a user modifies an Integration Peppol Line record:

1. The OnModify trigger fires
2. FindMatchingPurchaseOrderLine() is called
3. CheckForMatchingPurchaseOrderLine() matches by item number (PurchOrderItemNo)
4. The Comparison table is updated with the invoice values: item number, line amount, quantity, discount, and base amount

The matched results are visible on the Purchase Order Comparison subpage.

Update process

The main procedure (UpdatePurchaseSalesOrder) processes each matched Comparison record through a series of steps.

Step 1 — Update matched lines

For each Comparison record with a non-zero invoice quantity:

Operation	What it does
Update quantity	Distributes the invoice quantity across PO lines with the same item. Handles partial quantities when the invoice spans multiple PO lines
Set receive/invoice quantities	Sets Qty. to Receive or Qty. to Invoice depending on the document type (Order vs. Return Order)
Update cost and discount	Applies the invoice Unit Cost and Line Discount % to the PO line
Create reservations	If the item uses lot tracking, creates or modifies reservation entries with lot numbers and expiration dates from the invoice

If the invoice quantity exceeds the available PO lines for an item, the system creates new PO lines to absorb the overflow.

Step 2 — Handle zero-quantity lines

For Comparison records where the invoice quantity is zero, the system either:

• Deletes the matched PO line, or
• Sets its quantity to zero

Step 3 — Process G/L Account lines

Additional charges or discounts from the invoice that don’t correspond to item lines are inserted as new G/L Account lines on the Purchase Order.

Step 4 — Clean up empty lines

If the Remove Empty Lines setting is enabled, PO lines with zero quantity are deleted.

Step 5 — Update Purchase Header

The following header fields are updated from the invoice:

• Vendor Invoice No. (or Credit Memo No.)
• Posting Date
• Original Approval User
• eInvoice totals: VAT amount, tax-exclusive amount, tax-inclusive amount

Step 6 — Release or route to approval

Setting	Behavior
Manual Approvals enabled	The PO is submitted to the approval workflow
Manual Approvals disabled	The PO is released immediately

Settings that affect behavior

Setting	Effect
Update PO Quantity	Controls whether PO quantities can be updated from the invoice
Remove Empty Lines	Deletes PO lines with zero quantity after the update
Rounding Line Acc. No.	G/L account used for posting rounding differences between invoice and PO totals
Manual Approvals	Routes the updated PO to an approval workflow instead of releasing immediately
Enable Purch. Doc. Approvals	Enables purchase document approval features

Process flow

flowchart TD
    A[User Action / Auto-Process] --> B[UpdatePurchaseSalesOrder]
    B --> C[Read Comparison table]
    C --> D{Invoice qty > 0?}

    D -->|Yes| E[Update PO line quantity]
    E --> F[Update cost & discount]
    F --> G{Lot tracking?}
    G -->|Yes| H[Create reservation entries]
    G -->|No| I[Continue]
    H --> I

    D -->|No| J[Delete or zero PO line]

    I --> K{Invoice qty > PO lines?}
    K -->|Yes| L[Insert new PO lines]
    K -->|No| M[Continue]
    L --> M

    J --> M
    M --> N[Insert G/L Account lines]
    N --> O{Remove Empty Lines?}
    O -->|Yes| P[Delete zero-qty lines]
    O -->|No| Q[Continue]
    P --> Q

    Q --> R[Update Purchase Header]
    R --> S{Manual Approvals?}
    S -->|Yes| T[Submit to approval workflow]
    S -->|No| U[Release PO]

Next steps

• Purchase Order Matching — how invoice lines are matched to PO lines
• Auto-Processing — automated document processing pipeline
• Posting Documents — final posting to Business Central
• Rounding — how rounding differences are handled