Purchasing ordered one hundred boxes, the warehouse received sixty and the supplier billed fifty. All three figures could be correct, but the difference still needs an explanation. Linking purchase orders to supplier bills keeps the documents together for that review. The link does not prove complete delivery or matching prices, and it does not record a payment. Separate ordering, receiving, billing and settlement so the team can investigate a discrepancy without turning every supplier email into another purchase. A document relationship gives the reviewer a starting point, not an automatic conclusion about the transaction.
Keep the meaning of each record separate
The purchase order records what the business requested and the agreed terms. The bill records what the supplier charged. Receiving evidence records what the warehouse accepted and when. Payments explain settlement of the recognized liability. These are different views of one transaction, not four expenses to add together. In particular, an order amount awaiting linked bills is not the supplier's unpaid balance. The first compares the order with associated billing; the second depends on recognized purchases and applied payments. Mixing them can lead to requesting another delivery when the real problem is an unapplied payment.
Worked example: two bills for ninety received boxes
PO-1048 orders one hundred boxes of spare parts at CRC 8,000 each, totaling CRC 800,000. Taxes are omitted so the differences remain easy to follow. The first delivery contains sixty boxes, but bill A-901 covers fifty for CRC 400,000. A later delivery brings thirty boxes, while bill A-928 covers forty for CRC 320,000. Across both deliveries, ninety boxes were received and ninety billed, totaling CRC 720,000. Ten ordered boxes remain outstanding. The matching accumulated quantities do not by themselves explain why the first delivery exceeded the first bill. The later bill may include previously unbilled boxes.
Ask the supplier which deliveries each bill covers. If A-928 includes ten boxes from the first delivery and thirty from the second, retain that explanation beside the documents. Compare product codes, units of measure and prices as well. A box containing twenty units is not twenty boxes. The matching CRC 720,000 total is a useful check, but quantity and item checks are still necessary. An incorrect expensive product and a compensating quantity difference could produce the expected total. The person approving the purchase should be able to explain the lines, not merely recognize the final number.
- PO-1048: one hundred boxes, CRC 800,000 ordered.
- First receipt: sixty boxes; A-901: fifty boxes, CRC 400,000.
- Later receipt: thirty boxes; A-928: forty boxes, CRC 320,000.
- Accumulated receipt and billing: ninety boxes, CRC 720,000 billed.
- Remaining order: ten boxes and CRC 80,000 not yet billed.
- Open decision: wait for the remainder, revise the agreement or document its cancellation.
What Tario's association actually does
Tario allows several bills to be associated with one purchase order; each bill has at most one associated order. Both records must belong to the same company and supplier. Voided bills cannot be linked as active documents, and available options respect the current Hacienda environment. If a bill is already linked elsewhere, review and remove the existing association before moving it through the relevant flow. Do not duplicate the purchase to solve a linking problem. Keep both the supplier's fiscal identifier and your internal reference so the incoming document can be recognized and found in the company's records.
The order summary displays related documents, linked totals and the remaining amount compared with the order. Active bills in the same currency count toward that amount. Associating A-901 and A-928 shows CRC 720,000 against the CRC 800,000 order. Linking a bill also marks the order closed. That state does not certify receipt of all one hundred boxes or payment of the bills. Further relevant bills can still be associated. The delivery shortage needs its own follow-up rather than an assumption that a closed order means every operational task is complete.
Investigate excess billing instead of trusting a zero remainder
A third bill for CRC 100,000 would bring associated billing to CRC 820,000, exceeding PO-1048 by CRC 20,000. A displayed remainder of zero does not authorize that excess: the summary does not display a negative remainder. Open the details and calculate the difference. It might be agreed transport, a price change or a bill belonging to another order. Obtain evidence before deciding. Document linking is not an automatic overspending block. It also does not approve a supplier's additional charge simply because that charge can be associated with an existing order.
Handle currency and settlement outside the link
Do not compare nominal amounts when the order is in dollars and a bill is in colones; the association summary is not a currency conversion worksheet. Use the company's agreed rate and date for that review. An advance payment needs separate payment follow-up. Linking a bill does not clear it. A bill may also cover two orders, while this relationship supports one order per bill. Record additional references and agree how the team will track them without inventing two fiscal invoices. For the ninety-box example, assign an owner and delivery deadline for the last ten boxes, or retain the supplier's confirmation that the remainder was canceled.