POs and Actuals auto-map by Allocadia Line Item ID, PR #, or PO # matching. Here's how auto-mapping works and how to keep your auto-map rate high.
What auto-mapping does
When PO or Actual records are imported into Allocadia (via SFTP, scheduled import, or integration platform), Allocadia attempts to match each record to a Line Item automatically. If a match is found, the record is mapped on arrival — no action needed from your team.
If a record doesn't auto-map, it appears as an unmapped count on the Home page (the map (N) link in red) and needs manual mapping.
The match keys, in order of reliability
- Allocadia Line Item ID — most reliable. If your upstream system records the Allocadia ID when a PR or PO is created, imports match on it directly.
- Purchase Requisition (PR) number — matches if the record carries a PR # that was generated by Allocadia.
- Purchase Order (PO) number — matches if a PO # already associated with a Line Item appears on the imported record.
Two habits that keep auto-map rates high
- Create PRs through Allocadia where possible. That way the REQ# is captured in Allocadia automatically, and if your PO system is integrated, the Allocadia ID flows back to the PO record.
- Paste the Line Item ID into PR/PO description fields. When entering a PR or PO number in your expense or invoice tracking system, include the Allocadia Line Item ID in a description or notes field. That single ID is enough for Allocadia to make the match later.
What auto-mapping doesn't do
- It doesn't fuzzy-match on vendor names, cost center codes, or amounts.
- It doesn't invent a Line Item — if no Line Item exists that matches, the record stays unmapped until you either create a Line Item for it or map it manually.
For the manual mapping workflow when a record doesn't auto-map, see How to map POs and Actuals on the Home page.
Comments
Please sign in to leave a comment.