Accountants lose hours retyping supplier purchase orders into spreadsheets before the numbers can be reconciled.
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Accountants lose hours retyping supplier purchase orders into spreadsheets before the numbers can be reconciled. Upload the PDF and the AI returns a clean Excel file with every SKU, quantity, unit price, and total, ready to work.
Purchase orders are operational documents, but a lot of accounting work depends on them: matching invoices, estimating accruals for goods received but not yet invoiced, tracking open commitments, and answering audit requests. When the orders only exist as PDFs, the accountant becomes the person who turns them into numbers.
Two-way and three-way matching compare the invoice with the order line by line. If the PO is a PDF attachment, each match starts with reading and typing the order before any checking can happen.
Estimating goods received not invoiced means knowing which ordered lines have been received and not yet billed. That requires the PO quantities and unit prices in a spreadsheet, not in a folder of PDFs.
Firms working for several clients receive purchase orders as scans, photos, and email attachments in every layout. Each client and each supplier adds another format to handle.
A transposed unit price or a missed line shows up later as a false variance, an accrual that does not reverse cleanly, or a reconciliation that will not tie.
PurchaseOrders extracts each purchase order into a spreadsheet laid out for accounting work: the order header, the supplier, and one row per line item with quantity, unit price, and line amount, plus the subtotal, tax, shipping, and total so every file can be tied back to the document.
SKU, description, quantity, unit of measure where printed, unit price, and line amount for every line, which is the level matching and accrual work needs.
Subtotal, discounts, tax, shipping, and grand total are captured as printed, so you can check that the lines sum to the document before relying on the file.
The currency and amounts are kept exactly as printed, with converted amounts in your reporting currency added alongside where a rate for the order date is available.
Download XLSX for review, CSV for imports, or on the Plus plan and above a QBO file and import presets for NetSuite, SAP, and Xero.
For accountants the fastest path is straight to a spreadsheet: the purchase order PDF to Excel converter returns one clean row per line item, and a CSV export imports into any ledger. Because reconciliation happens line by line, accurate purchase order line item extraction is what keeps the numbers trustworthy. When a month-end backlog builds up, bulk purchase order processing clears the whole stack in one batch, and AP teams matching orders to invoices lean on purchase order extraction for accounts payable, and firms keeping the books for several clients use purchase order extraction for bookkeepers. New to the fields on the page? See how to read a purchase order.
For the accounting side of open orders, our guide to goods received not invoiced explains the GRNI balance and how it is reconciled, and purchase order accruals covers the month-end journal entries built from PO data.
The same extracted spreadsheet serves several month-end tasks. These are the columns each one relies on.
| Accounting task | Columns used | What the spreadsheet lets you do |
|---|---|---|
| Invoice matching | PO number, SKU, quantity, unit price, line amount | Compare invoice lines with ordered lines and spot price or quantity differences |
| GRNI accrual | PO number, line, quantity, unit price, delivery date | Value received lines not yet invoiced at period end |
| Open commitments | PO number, supplier, order date, line amount | Report committed spend by supplier and period |
| Audit support | PO number, order date, supplier, totals | Trace a posted expense back to an approved order |
| Multi-currency | Currency, amounts as printed, converted amounts | Report in one currency without changing the source figures |
Receipt data and invoice data come from your own systems. The extracted purchase order provides the ordered side of each comparison.
A routine that fits into month-end close or a weekly AP cycle.
Upload the orders for the period, one at a time or as a batch. PDFs, scans, and photos from different suppliers can go in together.
Tip: Keep one batch per client or per entity so each export maps to one set of books.
Review each extraction on screen. Confirm that the line amounts add up to the subtotal and that tax and shipping match the document before using the figures.
Download Excel or CSV and use it for invoice matching, the GRNI calculation, or the open commitments report, or import it into your accounting system.
Because several accounting tasks compare other documents against the order: invoice matching, accruals for goods received but not invoiced, open commitment reporting, and audit support. All of them are easier when the PO lines are in a spreadsheet rather than in PDF attachments.
PO number, order date, supplier, currency, and for each line the SKU or description, quantity, unit of measure, unit price, and line amount. Add the subtotal, tax, shipping, and total so each order can be tied out to the document.
Yes. The extracted order gives you the ordered quantity and unit price for each line. Combine it with your receiving records and the invoices received to value the lines that were received but not yet billed at period end.
The CSV and Excel exports can be imported into most accounting systems. On the Plus plan and above there is also a QBO file for QuickBooks and import presets for NetSuite, SAP, and Xero.
The currency and amounts are kept exactly as printed on the order. Converted amounts in your reporting currency are added in separate columns when a rate for the order date is available, and left blank with a note when it is not.
Yes. Upload up to 50 files in one batch and export the whole batch as one spreadsheet. For larger volumes, run several batches back to back with the same column layout.
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