Checking customer orders against their PO and payment

The problem

Business customers send purchase orders, then pay by transfer with a reference that may or may not match. Mismatched quantities, prices and amounts cause billing disputes and delays.

What SI does

SI reads the customer's purchase order, your sales order or invoice, and the payment record or remittance. It checks customer, quantities, prices, totals, tax and payment amount, and lists mismatches. When everything matches it drafts the order confirmation; when it does not, it drafts a clarifying question.

Examples

The same job looks different in different businesses. These are illustrations, not client results.

• Industrial supply distributor

  A school district's purchase order lists a lower unit price than the invoice; the order is held and a clarification drafted.

• Uniform supplier

  A restaurant group's payment covers two of three invoices; the remittance is matched and the gap noted.

• Event rental company

  A corporate client's purchase order is matched to the quote and deposit before the delivery is scheduled.

What it takes to set up

Access to the inbox where purchase orders and remittances arrive, plus invoices and bank or payment records. Setup is often a few days.

Try it yourself

Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.

For each order in [inbox/folder], compare the customer's purchase order with our invoice [file] and payment record [file]. Check customer, quantities, prices, totals, tax and amount paid. List mismatches. Draft a confirmation for matches and a clarifying question for mismatches. Pause and show me before sending, submitting, posting or changing anything.