Match purchase orders with inventory

Purpose

1.1. Automate matching of incoming purchase orders to available arcade machine inventory to speed up fulfillment, prevent overselling, and update inventory and sales records instantly across distribution channels.
1.2. Ensure seamless synchronization between order intake, inventory status, and backend systems, reducing manual errors and order-processing delays for amusement machine suppliers.

Trigger Conditions

2.1. New purchase order created in sales system or received via email/API.
2.2. Inventory data updated or polled (on schedule or real time).
2.3. Order status change requests (approve/reject/waitlist) due to inventory match results.

Platform Variants

3.1. Microsoft Dynamics 365
• Feature/Setting: Power Automate “When a record is created” trigger connected to the PurchaseOrder entity; configure “Update Inventory” action in the Inventory entity.

3.2. SAP S/4HANA
• Feature/Setting: Use Business Application Programming Interface (BAPI_PO_CREATE) to receive orders and BAPI_MATERIAL_AVAILABILITY to check/match inventory.

3.3. Salesforce
• Feature/Setting: Flow Builder with “Record-Triggered Flow” for Order object, linked to Inventory custom object through “Get Records” and “Update Records.”

3.4. Oracle NetSuite
• Feature/Setting: SuiteScript deployment to monitor Purchase Orders, reference item availability API, and auto-update PO status field.

3.5. Zoho Inventory
• Feature/Setting: Webhook for New Purchase Order, “Inventory Adjustment” API endpoint for matching and updating quantities.

3.6. QuickBooks Online
• Feature/Setting: QuickBooks API “Read Purchase Orders” and “Inventory” endpoints, automated with third-party integration triggers.

3.7. Shopify
• Feature/Setting: Admin API for “Order Create” webhook, check inventory via “Inventory Level” endpoint, adjust stock using “Inventory Adjust” mutation.

3.8. Odoo
• Feature/Setting: Automated Action on Purchase Order Creation, Python script using models: purchase.order and stock.quant.

3.9. Xero
• Feature/Setting: Xero Accounting API, trigger on “New Purchase Order” creation, query “Inventory Item” endpoint.

3.10. Amazon Seller Central (MWS/SP-API)
• Feature/Setting: Orders API for incoming POs, Listings and Inventory API for matching SKU availability.

3.11. SAP Business One
• Feature/Setting: Service Layer API “POST PurchaseOrders”, check “GET Items” for stock, update with “PATCH Items.”

3.12. TradeGecko (QuickBooks Commerce)
• Feature/Setting: “Order Created” webhook, “Get Product” API for inventory, “Update Order” API with results.

3.13. Brightpearl
• Feature/Setting: Sales Order API trigger, “Product Availability” endpoint, “PUT” order status update.

3.14. Cin7
• Feature/Setting: SalesOrderAdded webhook, Stock API for availability, update order status via SalesOrder API.

3.15. Fishbowl Inventory
• Feature/Setting: API endpoint “AddPurchaseOrder,” use “GetInventory” to confirm matches, auto-issue “UpdatePurchaseOrder.”

3.16. Epicor ERP
• Feature/Setting: BAQ Service for new orders, Inventory Part API for checking, then status update via OrderRelSvc.

3.17. Square
• Feature/Setting: Orders API event trigger, “Inventory API” call for matching available quantities, “UpdateOrder” action.

3.18. WooCommerce
• Feature/Setting: Webhook for new order, REST API “GET products” for inventory, “PUT” to update stock status.

3.19. Unleashed
• Feature/Setting: PurchaseOrderCreated webhook, StockOnHand endpoint, automatically adjust order with PurchaseOrder API.

3.20. Dear Systems
• Feature/Setting: Event-based trigger for new PO, Inventory API to verify, update order via Purchase Order endpoint.

3.21. Infor CloudSuite
• Feature/Setting: ION API for new PO event, Inventory API for checking and matching, order status update API call.

3.22. JDEdwards (Oracle)
• Feature/Setting: Orchestrator Studio – monitor PO table, trigger inventory check, call REST API to update order.

3.23. Netsuite Connector (Celigo)
• Feature/Setting: Flow trigger on order, mapping inventory lookup, order field update via integration.

3.24. Magento
• Feature/Setting: “Order Place” webhook, Inventory API for matching, change order state using POST “/V1/orders/{id}”.

Benefits

4.1. Accelerates order processing and reduces lead times.
4.2. Prevents overselling and backordering errors.
4.3. Improves inventory visibility across all channels.
4.4. Minimizes manual data entry and human errors.
4.5. Enables real-time reporting for purchasing and stock managers.
4.6. Enhances customer experience with faster, accurate fulfillment.
4.7. Supports scalability as order volume increases.
4.8. Reduces operational costs by automating repetitive tasks.