Two automation triggers and three PO conditions let you react to payment through Bills and to receiving.

Triggers

  • Bill Paid: runs when a bill moves into Paid, whichever way it was paid. The rule runs once for each purchase order linked to that bill, so a bill shared by several POs evaluates all of them. Deleted POs are skipped.
  • PO Fully Received: runs when a receipt, either a new receipt line or an edit that raises the received quantity, brings the PO to fully received. Partial receipts do nothing. A later receipt on a PO that was already fully received does not fire it again.

Conditions (on PO-based rules)

  • PO Billed: at least one linked bill that is not Draft or Cancelled.
  • PO Paid via Bills: at least one such linked bill, and all of them are Paid.
  • PO Fully Received: every PO line is received in full, using the ordered quantity.

Example: complete a PO only when received and paid

  1. Create a rule with the trigger Bill Paid. Create a second rule with the trigger PO Fully Received, because either event can finish last.
  2. In each rule, add the conditions PO Paid via Bills and PO Fully Received.
  3. Add the action Complete PO when Fully Received. The action only completes POs that are open and have no open quantity.

Example: tag POs

Use Add Tag with the PO Fully Received trigger and tag "Fully Received". Use it with the Bill Paid trigger plus PO Paid via Bills and tag "Fully Paid".

The run log shows how many linked bills are paid, for example "2 of 3 linked bills paid".