In OfficeRnD Flex, purchase order (PO) numbers enable customers to match invoices to internal budgets or approval workflows. While PO numbers are assigned to memberships and fees, there is no default PO number field in the invoice layout. To display a PO number on an invoice, you must configure the reference field using specific variables that accurately reflect the contents of the invoice.
By the end of this article, you will know how to set up and format the invoice reference field to include PO numbers, understand how OfficeRnD Flex selects which PO number to use, and apply the correct token to your invoice template so PO numbers are correctly displayed.
Use the Reference field to show the PO Number
To display the PO Number on a customer's invoice, you must configure the Reference field. This is the only available field that supports displaying the PO number in invoice templates.
To do this:
Go to Settings > Billing > Billing Rules.
Find the Invoice reference template field.
Enter the following property to display the PO Number:
##{{ poNumber }}.
Other optional properties you can include in this field are:
##{{ issueMonth }}##{{ periodStartMonth }}##{{ contractNumber }}
You can only use one PO Number field in the invoice reference template, which applies to all invoices.
Understand how the PO Number is selected
OfficeRnD Flex uses a specific logic to determine which PO Number is shown in the Reference field. This depends on whether the invoice includes fees, memberships, or both.
Here is how the system chooses:
If the invoice includes only fees, the Fees PO Number will be used.
If the invoice contains only memberships, the Memberships PO Number will be used.
If the invoice includes both fees and memberships, the Memberships PO Number will be used.
There is no way to display both PO Numbers at the same time. The system always follows the rule above.
Add the reference field to the invoice template
After setting up the invoice reference template, you must update your invoice layout to include the Reference field.
To do this:
Open your invoice template.
Add the following property where you want the PO Number to appear:
##{{ reference }}.
This will display the PO Number based on the logic described above.
Important: The Reference field will not be updated retroactively for invoices that have already been issued. It will only apply to newly generated ones.