How to Handle Purchase Orders Before Invoices

To handle purchase orders before invoices, the commitment has to exist as a record before the document arrives. Otherwise the period between ordering and invoicing is invisible.

What the gap hides

Between the decision and the invoice, the commitment exists only informally.

Orders placed with no record until the invoice arrives
Duplicate orders for the same thing
Budget consumed without appearing consumed
Invoices arriving that nobody can match to an order

What the order record should carry

Field	Purpose
Supplier	Connected, so history is available
Items and value	What was ordered, and for how much
Cost centre	Allocation decided at order, not at invoice
Expected date	So overdue deliveries surface
Status	Ordered, received, invoiced, paid

How to set it up in Jestor

Create the order as a record in Jestor at the moment of approval.
Connect it to the supplier and the cost center.
Track status on a Kanban through ordered, received, and invoiced.
Attach the invoice when it arrives and let OCR extract its values.
Post to the ERP at the invoicing stage, through the native integration.

Why Jestor is the best complement to Omie for procurement

The ERP holds the payable once the invoice exists; Jestor holds the order, the approval, and the receipt — the period the ERP has no visibility into.

Because the order and the invoice are the same record at different stages, matching them is structural rather than a reconciliation exercise.

Frequently Asked Questions

When should the record be created?

At approval, not when the invoice arrives. See jestor.com.

How are orders matched to invoices?

They are the same record at different stages.

When does it reach the ERP?

At the invoicing stage.

Video Tutorial: Step by Step

Check out other practical tutorials on the Jestor YouTube channel.

Get to know Jestor

With Jestor, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by AI. Discover Jestor at jestor.com and see how to take your company's operations to a new level of efficiency and control.

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