Automated purchase order matching

Purpose

1.1. The automation system automates matching of purchase orders with supplier invoices in Dhaba cuisine restaurants, reducing manual workload and human error in finance and accounting.
1.2. Ensures all received goods and services are verified against corresponding purchase orders, automating GRN and invoice approval workflows.
1.3. Provides automated reconciliation between purchase orders, goods receipts, and account payables, improving compliance and audit readiness.
1.4. Facilitates automated alerts and exception reporting for mismatched or missing documentation to enable proactive resolution.
1.5. Automates ledger and reporting updates to save finance teams’ time and accelerate month-end closing.
1.6. Supports integration with inventory and supplier management systems for automated real-time status updates.

Trigger Conditions

2.1. Entry of new supplier invoice in accounting software.
2.2. Creation or update of purchase order in procurement system.
2.3. Goods received note (GRN) submission into inventory/warehouse management module.
2.4. Scheduled batch triggers at specific intervals (e.g., hourly or daily) for automated batch matching.
2.5. Manual trigger by authorized user for on-demand automated matching.

Platform Variants

3.1. SAP Business One
• Feature/Setting: B1IF (Integration Framework) Automated Document Matching; configure scenario steps for PO, invoice, and GRN mapping.

3.2. Oracle NetSuite
• Feature/Setting: SuiteFlow workflow automation; configure automated matching logic for purchase orders and vendor bills.

3.3. QuickBooks Online
• Feature/Setting: Webhooks/API connection to create automated scripts watching for Bill and PO creation (API endpoint: /purchaseorders, /bills).

3.4. Microsoft Dynamics 365
• Feature/Setting: Power Automate flow; trigger on new Vendor Invoice, automate cross-check with PO and Receipt API.

3.5. Xero
• Feature/Setting: Use API endpoints for invoice and purchase order events (/invoices, /purchaseorders), configure automated comparison script.

3.6. Zoho Books
• Feature/Setting: Zoho Flow automation; invoke “Invoice Created” and “PO Received” triggers, automatedly reconcile using custom function.

3.7. FreshBooks
• Feature/Setting: Automated Workflow integration, API-based PO and Bill reconciliation (/purchase_orders, /invoices endpoints).

3.8. Odoo
• Feature/Setting: Automated Server Action; configure automated task on Vendor Bill confirmation to match PO lines and quantities.

3.9. TallyPrime
• Feature/Setting: Tally Connector integration; configure automation script for matching purchase orders with entered vouchers.

3.10. Bill.com
• Feature/Setting: Use API to automate data import and matching of bills and purchase orders (API endpoints: /bills, /purchaseOrders).

3.11. Kissflow
• Feature/Setting: Automation workflow; set up trigger on “Invoice Submitted,” automate cross-check with PO records.

3.12. Google Sheets
• Feature/Setting: Apps Script automator; scheduled script to compare GRN, PO, and invoice sheets, automate alerts for mismatches.

3.13. Airtable
• Feature/Setting: Airtable Automations and scripting block; trigger on record updates in PO or Bill tables.

3.14. Trello
• Feature/Setting: Power-Up automation (Butler); automate card creation/movement when PO or invoice details are updated.

3.15. Slack
• Feature/Setting: Slack Workflow Builder; automate posting of exceptions or verification requests to finance channel.

3.16. Monday.com
• Feature/Setting: Automate status change on PO and invoice boards; use integration recipes for matching logic.

3.17. Smartsheet
• Feature/Setting: Automated workflows; set up triggers on new row data for purchase and invoice sheets, automate exception flagging.

3.18. SAP Ariba
• Feature/Setting: Intelligent Invoice Conversion; automate invoice-to-PO matching with exception management.

3.19. ServiceNow
• Feature/Setting: Automated Flow Designer; trigger flow when new invoice is captured, match with purchase orders module.

3.20. Workday
• Feature/Setting: Workday Integration cloud automation; configure automated synchronizations and matching flows for procurement objects.

Benefits

4.1. Automates error-prone manual data entry and validation processes, saving time.
4.2. Reduces processing time and automates exception handling during PO and invoice reconciliation.
4.3. Improves accuracy of finance data with automated cross-checks and real-time automation.
4.4. Drives faster month-end closure with end-to-end automation of matching and posting.
4.5. Enables proactive managing of supplier issues with automated alerts and exception workflows.
4.6. Facilitates audit-readiness and compliance by automating documentation and approval trails.
4.7. Enhances visibility into procure-to-pay cycle using automated reporting and dashboards.
4.8. Helps scale Dhaba business finance operations with reliable, automatable routines.
4.9. Improves vendor relationships through faster automated invoice approvals and payments.
4.10. Minimizes fraud risk by automating standardized checks throughout the purchasing process.