Purchase order and invoice management automation

Purpose

1.1. Automate the end-to-end process of purchase order creation, supplier dispatch, goods receipt, invoice capture, payment scheduling, and reconciliation for Ayam Penyet restaurants.
1.2. Streamline inventory restocking by automating the detection of low-stock triggers and sending order requests to suppliers.
1.3. Automates invoice extraction from email or scanned documents and validates against purchase orders for error-free procurement.
1.4. Automate approval workflows for purchase orders and payments to ensure compliance and reduce processing time.
1.5. Automates notification and escalation of exceptions (such as shipment delays or mismatched invoices) to relevant staff.

Trigger Conditions

2.1. Low stock detected in inventory management system.
2.2. Scheduled restock intervals reached (e.g., weekly supplier orders).
2.3. New digital or scanned invoice received via email, upload, API, or EDI.
2.4. Supplier acknowledgment of shipped goods via API or EDI channel.
2.5. Completion or exception of payment approval step.

Platform Variants

3.1. Xero
- Feature/Setting: API integration – automate invoice ingestion, purchase order sync, and payment run creation.
3.2. QuickBooks Online
- Feature/Setting: API – setup to automate import of new invoices, purchase orders, and automate payment scheduling.
3.3. Microsoft Dynamics 365 Business Central
- Feature/Setting: API automation – configure to automates PO and invoice workflows, automate approval process.
3.4. SAP Business One
- Feature/Setting: DI API/B1if – automates purchase order generation, invoice match, and payment posting.
3.5. Oracle NetSuite
- Feature/Setting: REST/SOAP API – automate purchase doc creation, automate invoice validation, payment workflows.
3.6. Zoho Books
- Feature/Setting: API – automate recording and matching of invoices with POs, payment reminders.
3.7. FreshBooks
- Feature/Setting: API – automate fetching new invoices and payments from the platform.
3.8. Odoo
- Feature/Setting: API/XMLRPC – automate PO approval and confirm supplier receipts.
3.9. Sage Intacct
- Feature/Setting: Web Services – automate the flow of POs, automate invoice capture, automate payment settlement.
3.10. SAP Ariba
- Feature/Setting: Integrate via API – automates supplier order dispatch, confirmation, and settlement.
3.11. Procurify
- Feature/Setting: API – automate triggering purchase requests, approval routing, and supplier ordering.
3.12. TradeGecko (QuickBooks Commerce)
- Feature/Setting: API – automate stock threshold based purchase orders.
3.13. DocuSign
- Feature/Setting: API – automate PO approval process and signature capture.
3.14. Bill.com
- Feature/Setting: API – automate vendor invoice entry, approval, and scheduled payment.
3.15. Gmail
- Feature/Setting: API – automates invoice retrieval from attachments for OCR and processing.
3.16. Dropbox
- Feature/Setting: Webhook/API – automate file upload detection for new invoices, routed to process engine.
3.17. OneDrive
- Feature/Setting: API – automate scanned invoice intake, forwarding to OCR and ERP.
3.18. ABBYY FlexiCapture
- Feature/Setting: API – automates data extraction from incoming scanned invoices.
3.19. Twilio SendGrid
- Feature/Setting: API – automates sending order confirmation or payment success emails to suppliers.
3.20. Slack
- Feature/Setting: API/Webhook – automate notification on PO approval, payment status, exception or escalation.
3.21. EDIConnect
- Feature/Setting: API – automates supplier communications, EDI 850/810/855 document flows.
3.22. Google Sheets
- Feature/Setting: API – automate data push for visual dashboards and audit logs.

Benefits

4.1. Automation in purchase and invoice management reduces manual effort, lowering error rates and improving efficiency.
4.2. Automated flows ensure compliance and rapid routing for approvals in Ayam Penyet restaurant operations.
4.3. Automated matching reduces invoice fraud and overpayments through precise data reconciliation.
4.4. Automating status notifications improves supplier and internal transparency.
4.5. Automation accelerates payment scheduling, helping avail early payment discounts.
4.6. Automates reporting for financial and operational audits, making compliance easier.