Automated reconciliation of delivered versus ordered quantities

Purpose

1. Automates the end-to-end reconciliation of diesel fuel delivered versus quantities ordered to improve accuracy, reduce human error, enable timely invoice generation, flag mismatches, initiate variance investigations, and integrate with inventory and financial systems for real-time visibility and compliance.

Trigger Conditions

1. Automated trigger when new delivery receipt or Bill of Lading is uploaded or received

2. Automates based on new order creation or update in ERP

3. Automatic run at end of business day or after each delivery event

4. Scheduled automation based on cutoff times (e.g., 4PM daily)

5. Trigger on manual override or flagged exception event

Platform variants

1. SAP S/4HANA

• Function: Automate Goods Receipt/Invoice Verification via API
• Setting: Configure “Goods Movement” and “BAPI_GOODSMVT_CREATE” for reconciliation

2. Oracle NetSuite

• Feature: REST API for Item Receipt and Inbound Shipment; Scheduled SuiteScript automation
• Setting: Scripted workflow to cross-check PO and delivery

3. Microsoft Dynamics 365

• Function: Automate Inventory journal and matching via Data Entities
• Setting: Use “Inventory Management” entity for PO vs delivery comparison

4. Salesforce

• Feature: Flow Builder automation; Einstein Bots
• Setting: Automate cross-object check between Orders and Custom Delivery object

5. QuickBooks Online

• Function: Automated matching via API endpoints for Invoices/Purchase Orders
• Setting: Webhook or scheduled reconciler running against transaction logs

6. Xero

• Feature: API for Invoices and Inventory Items
• Setting: Automated polling and reconciliation logic via Xero Webhooks

7. Coupa

• Function: Automation via Requisitions and Receiving API
• Setting: Reconciliation job by configuring “Goods Received” event triggers

8. Zoho Inventory

• Feature: Automates via API “SalesOrder” and “PurchaseReceive” endpoints
• Setting: Routine script auto-maps PO and delivery records

9. SAP Business One

• Function: DI API for Goods Receipt PO, Goods Issue
• Setting: Automation script for real-time check and posting

10. Workday

• Feature: Cloud Connector for Procurement automation
• Setting: Auto-match PO lines and delivery event in Workday Studio

11. Odoo

• Function: Automated workflow in Inventory/Stock Module
• Setting: Scheduled server action to compare incoming shipment with order

12. FreshBooks

• Feature: Automate via Invoice/Expense API
• Setting: Routine to check received items quantity versus order

13. IBM Maximo

• Function: Automation Scripting for PO Receipts
• Setting: Configured script triggered by new “Receipt” creation

14. JDEdwards (Oracle JD Edwards)

• Feature: Orchestrator for Purchase Order Automation
• Setting: Automate cross-module PO and Delivery reconciliation

15. Epicor ERP

• Function: Business Process Management (BPM) automation
• Setting: Scheduled workflow comparing PO receipt and delivery logs

16. Infor M3

• Feature: API for Delivery and Inventory reconciliation
• Setting: Automates matching via M3 Integration services

17. Google Sheets

• Function: Automated reconciliation script via Google Apps Script
• Setting: Scheduled triggers comparing order and delivery rows

18. Airtable

• Feature: Airtable Automations for record comparison
• Setting: Automated script matches Deliveries with Orders at fixed intervals

19. Smartsheet

• Function: Automation workflows for data comparison
• Setting: Conditional “Alert” or “Update” automation for mismatches

20. Monday.com

• Feature: Automation recipes for item status change
• Setting: Automated “If Delivery Status changes, compare to Ordered Qty” trigger

21. Trello

• Feature: Butler Automation for checklist items
• Setting: Automated card movement or alert when quantities mismatch

22. Power Automate

• Feature: Automated flows connecting Excel, ERP and Notifications
• Setting: Flow using “Get Rows” from Order and Delivery sources for comparison

Benefits

1. Automates error reduction and increases audit accuracy

2. Frees staff from repetitive checking by automating reconciliation

3. Accelerates variance flagging and reporting for faster resolution

4. Real-time data sync and automatable integration with financials

5. Enhances compliance and automates record retention

6. Reduces late payments and improves supplier/buyer trust