• Skip to primary navigation
  • Skip to main content
  • Skip to primary sidebar
  • Skip to footer
Tipalti
  • Solutions
    • Accounts Payable AutomationEnd-to-end, invoice-based payments designed for growing companies
      • Supplier Management IconSupplier Management
      • Invoice IconInvoice Management
      • PO Matching IconPurchase Order Matching
      • Global Payouts IconPayment Remittance
      • Payment Reconciliation IconPayment Reconciliation
    • Purchase Order ManagementControl and visibility over corporate spend
    • Global Partner PaymentsScalable payment solutions for creator, ad tech, sharing and marketplaces economy
      • Supplier Management IconPartner Management
      • Global Payouts IconGlobal Payments
      • Fraud Detection IconFraud Detection
      • Self Billing IconSelf-Billing Module
      • Tax Compliant IconTax and VAT Compliance
  • Technology
    • Overview
      • The Tipalti PlatformGlobal, scalable, and fully automated
    • Features
      • Multi Entity IconMulti-Entity Architecture
      • Financial Controls IconFinancial Controls
      • Payment API IconPayment API
      • Secure Cloud IconSecure Cloud
      • MSB IconMoney Services Business
      • AI IconPi Payables Intelligence
    • Integrations
      • ERP & Accounting
      • NetSuite
      • Sage Intacct
      • QuickBooks
      • Microsoft Dynamics
      • Sage Accounting
      • Xero Accounting
      • Performance Marketing
      • Custom Integrations
  • Why Tipalti
    • Overview
      • Why TipaltiA modern, holistic, powerful payables solution that scales with your changing business needs
      • Customer StoriesSee how we transform finance operations
    • Benefits
      • Accolades
      • Invoice-Based Workflow
      • Performance-Based Workflow
      • Benefits by Role
    • Additional Services
      • Currency Management
      • Accelerated Payments
      • FX Hedging
      • Implementation Services
      • Supplier Enablement Program
    • Industries
      • Business Services
      • Software and Technology
      • Ecommerce and Retail
      • Marketplaces and Gig Economy
      • Video and Digital Media
      • Video Gaming
      • Financial Services
      • Online Services
      • Education
      • Healthcare
      • Advertising Technology
      • Affiliate and Influencer Networks
      • Manufacturing and Wholesale
  • Resources
    • Blog
      • The Financial Advisor BlogStrategy and trends in payments
    • Tools
      • Cost Per Invoice Calculator
      • Payment Error Calculator
    • Guides
      • What is AP Automation?
      • Compare Payment Methods
      • Future of Finance
      • Destination IPO
      • Payments Across Borders
      • The Total Guide to ERP Integration
  • Company
    • About Us
      • About Tipalti
      • Careers
      • Partnerships
      • Contact Us
    • Help
      • Support
      • FAQs
    • News & Events
      • Events
      • Newsroom
  • Login
  • Book a Demo
Get Started

What is a Purchase Order Flip and How Does it Work?


We've paired this article with a comprehensive guide to accounts payable. Get your copy of the Accounts Payable Survival Guide!
Get the FREE guide
Home / Accounts Payable Hub / PO Flip

Technology is drastically altering the way we do business. Every aspect, sector, and environment is shifting because of how data is processed. The financial industry is no different and when it applies to these systems, it’s called “fintech” which is short for “financial technology.” 

According to a recent survey by Accenture, AI technologies are projected to increase labor productivity up to 40% by the year 2035. It could double annual economic growth rates while making more efficient use of time. 

The procurement process is a workflow that benefits greatly from technology. Especially since it requires a lot of manual data entry and cross-comparison. This is where a digital system can improve purchase orders. For accounts payable, paper invoices are a thing of the past. It’s all about the PO flip.

What is a PO Flip

A PO flip is the automatic process of converting a purchase order into an invoice, then transmitting the invoice to the purchaser who made the purchase order. Coining the term “flip” due to its instantaneous ability to allow suppliers to make this conversion, saving time and reducing the chance of human error in the invoicing process.

What is a purchase order? (PO)

A purchase order is the first official offer issued by a buyer to a seller. Think of it as a “pre-invoice.” It is external paperwork designed to list out the essentials needed to fulfill a request. The issue of a PO only forms a contract when there isn’t one in place. It is the acceptance by the seller of the PO number that initiates the relationship. 

It’s important for a purchase order to have detailed line items, including:

• Buyer contact 
• Shipping details
• Payment terms
• Vendor data
• Order information (product, price, quantity)

The more specific the order, the more details needed. This is particularly the case for a purchase order flip. It’s useless to create invoices that don’t match up properly to PO details. The process is more than just matching the invoice number with the purchase order number.

Transform the way
your finance team works.

Bring scale and efficiency to your business with fully-automated, end-to-end payables.

Read more

What happens in a purchase order flip?

A purchase order flip happens when a PO invoice is created digitally. Every line level of the purchase order is received electronically and the data is used to generate e-invoicing. The PO information is transferred in real-time through the system and ends up as an electronic invoice.

The process starts when a customer files a PO online (generally through a supplier portal). This allows orders to be submitted into supplier accounts electronically. It is then assigned an invoice date and number and returned to the buyer. 

The usage of automated tools is where the term “flip” was coined. The system is instantaneous. Not only does this expedite the invoicing process, it increases efficiency and leaves much less room for error. 

Why do companies rely on e-Procurement?

If your company is currently using a paper-based procurement system, your manual procedures are inefficient. During the purchasing cycle, a business can process up to 7 separate documents for every order. This can include documents like:

• Requisitions
• Purchase orders
• Quotes
• Order acknowledgments
• Advice notes
• Received notes
• Packing slips
• Invoices

Clearly, this is excessive, especially in our green-minded society. It’s a lot of paper to push just for a single purchase. 

Additionally, paperwork can get lost, damaged, or destroyed. It’s not always easy to spot duplicate requests. Especially if you have a high volume of POs. A set of human eyes only goes so far. It will never be able to scan at the rate of a computer. 

The inability to spot missing or replicated data costs a business time and money—not to mention the need to file all this paperwork somewhere. Now you’re looking at space consumption too.

This is what makes a digital purchasing system so effective. Menial tasks can be automated, creating a more efficient workflow and leaving less room for error. It keeps all your documents in a centralized system that makes them easier to manage and process.

What tools & software are used for a PO flip?

There are a variety of web portals and sites available to convert a purchase order into an invoice. One of the most popular tools on the web is Ariba Network by SAP. They’re a dynamic digital marketplace designed to help millions of buyers and suppliers interact throughout the purchasing process. Flipping a purchase order in their system is easy. Here are a few quick steps:

1. Locate the email containing the PO
2. Click “Process Order”
3. Click “Create Invoice” and select “Standard Invoice” from the drop-down
4. Enter header level data (invoice number, tax ID, etc.)
5. Enter tax and shipping
6. Create line items with quantity and cost
7. When the invoice is complete, click “Next”
8. Review a summary of the invoice before a final submission

In just 8 simple steps you can achieve a part of the procurement process that could take hours of data entry, line-item matching, and proofreading.

When should businesses use a PO flip?

Electronic purchase order management is easier than it sounds. There are many cases where the purchase order will match by invoice line exactly. For example, corporate software licenses. This involves a catalog of only one product. There is no delivery charge or variance from one user to another. The item is simple and easy to process. 

In this case, a PO flip works wonderfully every time. You can rest assured most subscription-based purchases have little to no opportunities for change.
It’s only when you start to introduce other factors into the procurement process that the purchase order flip becomes flawed. It doesn’t work for every business model or purchasing structure. So, it’s important to understand (prior to submitting a PO) if a supplier has digitized their system. 

Automated invoice generation makes the assumption that everything on the PO is correct. However, there are potential financial aspects that need to be considered. This includes things like shipping and price changes. 

There’s also an assumption that the full content of the P.O. is always shipped by the supplier. What if they only send you half of the quantity? Then the invoice information is incorrect. This can cause accounting issues down the road. Auditing becomes a real challenge.

A business should only use an electronic approach if they have direct and straightforward transaction structures that don’t unload the extra costs on consumers. If you can find a supplier with product and pricing that remains constant, then the PO flip is a system that should streamline your business relationship and create a tighter supply chain.

About the Author

Brianna Blaney

Brianna Blaney began her career in Boston as a fintech writer for a major corporation. She later progressed to digital media marketing with various finance platforms in San Francisco.
She prides herself on reverse-engineering the logistics of successful content management strategies and implementing techniques that are centered around people (not campaigns).
In her spare time, she’s a self-proclaimed chef, lives in the middle of the woods, and has a frequent flyer card for birdseed and dog bones.


RELATED ARTICLES

5 Top Concur Alternatives and Competitors in 2022 What is Enterprise Risk Management (ERM)? How to Build a Winning Procurement Strategy Sourcing vs Procurement: Why You Need Both e Tendering Definition: What is e Tendering? 5 Top AvidXchange Alternatives and Competitors in 2022 What is Spend Management? : Improve Your Strategy Top Stampli Alternatives and Competitors in 2022 Discounted Cash Flow (DCF) : Formula & Examples Ultimate Guide to Purchase Orders (PO) What is a Blanket Purchase Order ? Ultimate Guide to Creating Digital Purchase Orders What is CFDI? - Understanding CFDI Compliance What is Days Payable Outstanding (DPO) Form W-9 Automation | Easily Process W9s for Independent Contractors

Footer

Solutions

  • Accounts Payable Automation
  • Global Partner Payments
  • PO Management

Capabilities

  • Overview
  • Supplier Management
  • Invoice Management
  • PO Matching
  • Self-Billing Module
  • Payment Reconciliation
  • Global Payments
  • Fraud Detection
  • Tax and VAT Compliance

Why Tipalti

  • Why Tipalti
  • Customer Stories
  • Invoice-Based Workflow
  • Performance-Based Workflow
  • Benefits by Role
  • Benefits by Industry
  • Bill.com Alternative

Technology

  • The Tipalti Platform
  • Multi-Entity Architecture
  • Financial Controls
  • Payment API
  • Secure Cloud
  • Money Services Business
  • Pi Payables Intelligence

Resources

  • The Financial Advisor Blog
  • What is AP Automation?
  • Compare Payment Methods
  • Future of Finance
  • Destination IPO
  • Payments Across Borders
  • The Total Guide to ERP Integration
  • Cost Per Invoice Calculator
  • Payment Error Calculator

Company

  • About Tipalti
  • Careers
  • Partnerships
  • Events
  • Press
  • In The News
  • Media Kit
  • Support
  • FAQs

REGION

  • North America
    • United Kingdom
Contact Us
LinkedIn Instagram Facebook Twitter YouTube
We Handled It.
Privacy Policy
|
Payer / Sender Rights
|
Customer Assistance Policy
© 2010–2022 Tipalti Inc.