Order reconciliation and discrepancy alerts

Purpose

1.1. Centralize vendor order reconciliation by matching supplier invoices, shipping manifests, and internal order records for air filter inventories.
1.2. Identify variances, missing units, duplicate entries, or pricing discrepancies between expected and received stock.
1.3. Instantly alert procurement, warehouse, and finance teams about mismatches for rapid, corrective action to avoid out-of-stock situations, billing errors, or supplier disputes.
1.4. Provide an auditable log of all reconciliation cycles, exceptions, and resolutions for compliance and process improvement.

Trigger Conditions

2.1. New supplier invoice document received (PDF, EDI, CSV, or XML).
2.2. Goods receipt note or delivery log update in inventory management.
2.3. New purchase order or order amendment logged in ERP or accounting system.
2.4. Scheduled reconciliation cycle (e.g., hourly, nightly, weekly).

Platform Variants

3.1. SAP ERP
• Function: Use SAP BAPI_PO_GETDETAIL for fetching purchase order data and BAPI_INCOMINGINVOICE_GETLIST for supplier invoices; configure to monitor PO/invoice events.

3.2. Oracle NetSuite
• API: Vendor Bill & Purchase Order REST API; poll for newly matched or unmatched invoices and delivery records.

3.3. Microsoft Dynamics 365
• Feature: Data Connectors with Power Automate; configure triggers on PO/Invoice entities and discrepancy alert workflows.

3.4. QuickBooks Online
• API: Invoice, Purchase, and Item Receipt endpoints; set up webhooks for PO and Bill updates.

3.5. Zoho Inventory
• API: Purchase Orders & Invoices modules; install custom function for reconciliation workflow.

3.6. Xero
• API: Purchase Orders and Bills endpoints; automatically reconcile line-by-line items and notify discrepancies.

3.7. Odoo
• Feature: Scheduled Actions with XML-RPC to compare stock moves against purchase & supplier documents.

3.8. Salesforce
• API: Use Platform Events to capture object changes; configure Flows for procurement record reconciliation and alert tasks.

3.9. FreshBooks
• API: Monitor changes on invoices and expenses; trigger comparison workflows via custom logic.

3.10. Trello
• Power-Up: Create rule-based card creation for every reconciliation mismatch, custom fields for mismatch details.

3.11. Slack
• API: Use Incoming Webhooks to post real-time notification messages to procurement and inventory channels.

3.12. Microsoft Teams
• Feature: Actionable Message Cards via Graph API; push discrepancy alerts with context to assigned teams.

3.13. Gmail
• Trigger: Automated filter to push new invoices to reconciliation workflow; send alert emails with error detail.

3.14. Google Sheets
• API: Script scheduled cross-referencing between expected/received line items, flag variances directly in sheets.

3.15. OneDrive
• Feature: File Create and Modify triggers; scan newly uploaded supplier docs for auto-started reconciliation.

3.16. SharePoint
• List Event: Item creation on “Invoices Received”/”Deliveries Logged” lists triggers reconciliation logic.

3.17. SFTP
• Setting: New file event; trigger reconciliation when invoice/import manifest is uploaded in supplier directory.

3.18. AWS S3
• Event Notification: New object in “invoices/” or “goods_receipts/”; auto-start reconciliation with Lambda function.

3.19. Dropbox
• API: Monitor specific folders for file uploads (supplier docs); push to reconciliation pipeline; alert on failures.

3.20. Twilio SMS
• Setting: Use API to programmatically send urgent discrepancy alerts to mobile of warehouse or procurement leads.

3.21. SendGrid
• API: On discrepancy, send custom transactional email alert with mismatch summary to stakeholders.

3.22. Monday.com
• Automation: Board item created/updated for each detected mismatch; status field for tracking resolution progress.

3.23. Jira
• API: Automatically create issues in procurement project for unmatched orders; link to relevant documents.

3.24. HubSpot
• Workflow: Trigger task assignment and alert emails for each reconciliation exception detected.

3.25. Asana
• Feature: Auto-generate task with description of mismatch and due date for corrective action.

Benefits

4.1. Automatic, error-free detection of order discrepancies ensures inventory accuracy and trust in supplier relations.
4.2. Real-time alerts reduce response time and prevent stockouts or financial leakage.
4.3. Comprehensive tracking and reporting streamline audits and continuous improvement for HVAC filter wholesale operations.
4.4. Reduces manual workload on procurement, warehouse, and finance personnel, allowing focus on critical exception handling.