Identifying and resolving discrepancies between purchase documents and invoices
View Patent ↗In an embodiment, a computer-implemented method operating at a server system is disclosed. The server hosts and electronic procurement system. In response to receiving an invoice, a purchase document corresponding to the invoice is identified. Contents of the purchase document are compared to contents of the invoice. A discrepancy is identified between the purchase document and the invoice. A notification is generated based upon the identified discrepancy. Related methods and systems are also disclosed.
1. A computer-implemented method, comprising:
at a server hosting an electronic procurement system:
storing one or more buyer internal documents at the server hosting the electronic procurement system, including but not limited to purchase documents, purchase requisitions, and other buyer documents;
storing one or more seller documents at the server hosting the electronic procurement system, including but not limited to invoices, delivery documents, and other seller documents;
in response to receiving an invoice from a seller, without user intervention:
identifying three or more documents stored at the server corresponding to the invoice, the three or more documents including at least one buyer internal document and at least one seller documents;
performing at least a three-way comparison between the three or more identified documents;
identifying business rules for a purchaser corresponding to the invoice, the seller, and the contents of the three or more identified documents;
identifying a discrepancy between the three or more compared documents wherein identifying a discrepancy includes determining if a property associated with one of the three compared documents is outside of a tolerance range and the tolerance range is determined by the identified business rules; and
generating a notification based upon the identified discrepancy.
2. The method of claim 1 , wherein generating a notification includes notifying a user associated with the purchase of the match.
3. The method of claim 2 , further comprising requesting approval from the user that the match is correct.
4. The method of claim 2 , further comprising requesting approval from the user to pay the invoice.
5. The method of claim 1 , wherein the property includes at least one selected from a group consisting of price, quantity, delivery date, and delivery quality.
6. The method of claim 1 , wherein generating a notification includes notifying the supplier that the invoice is in dispute.
7. The method of claim 6 , further comprising providing the supplier and a purchaser associated with the invoice access to an online dispute resolution mechanism.
8. The method of claim 7 , wherein the online dispute resolution mechanism is hosted within the electronic procurement system.
9. The method of claim 1 , further comprising generating a receipt for payment towards the invoice when the value of the invoice is over a threshold.
10. The method of claim 1 , wherein identifying a discrepancy includes determining if an alternative item comparable with the requested item has been delivered.
11. The method of claim 10 , further comprising determining if the purchase order has been satisfied by the alternative item.
12. A server system, comprising:
one or more processors;
memory; and
one or more programs stored in the memory, the one or more programs including instructions to:
store one or more buyer internal documents at the server hosting the electronic procurement system, including but not limited to purchase documents, purchase requisitions, and other buyer documents;
store one or more seller documents at the server hosting the electronic procurement system, including but not limited to invoices, delivery documents, and other seller documents;
in response to receiving an invoice from a seller, without user intervention:
identify three or more documents stored at the server corresponding to the invoice, the three or more documents including at least one buyer internal document and at least one seller documents;
perform at least a three-way comparison between the three or more identified documents;
identify business rules for a purchaser corresponding to the invoice, the seller, and the contents of the three or more identified documents;
identify a discrepancy between three or more compared documents, wherein identifying a discrepancy includes determining if a property associated with one of the three compared documents is outside of a tolerance range and the tolerance range is determined by the identified business rules; and
generate a notification based upon the identified discrepancy.
13. The system of claim 12 , wherein the instructions to generate a notification include instructions to notify a user associated with the purchase of the match.
14. The system of claim 13 , further comprising instructions to request approval from the user that the match is correct.
15. The system of claim 13 , further comprising instructions to request approval from the user to pay the invoice.
16. The system of claim 12 , wherein the property includes at least one selected from a group consisting of price, quantity, delivery date, and delivery quality.
17. The system of claim 12 , wherein the instructions to generate a notification includes instructions to notify the supplier that the invoice is in dispute.
18. The system of claim 17 , further comprising instructions to provide the supplier and a purchaser associated with the invoice access to an online dispute resolution mechanism.
19. The system of claim 18 , wherein the online dispute resolution mechanism is hosted within the electronic procurement system.
20. The system of claim 12 , further comprising instructions to generate a receipt for payment towards the invoice when the value of the invoice is over a threshold.
21. The system of claim 12 , wherein the instructions to identify a discrepancy include instructions to determine if an alternative item comparable with the requested item has been delivered.
22. The system of claim 21 , further comprising instructions to determine if the purchase order has been satisfied by the alternative item.
23. A non-transitory computer readable storage medium storing one or more programs configured for execution by a computer, the one or more programs comprising instructions to:
store one or more buyer internal documents at the server hosting the electronic procurement system, including but not limited to purchase documents, purchase requisitions, and other buyer documents;
store one or more seller documents at the server hosting the electronic procurement system, including but not limited to invoices, delivery documents, and other seller documents;
in response to receiving an invoice from a seller, without user intervention:
identify three or more documents stored at the server corresponding to the invoice, the three or more documents including at least one buyer internal document and at least one seller documents;
performing at least a three-way comparison between the three or more identified documents;
identify business rules for a purchaser corresponding to the invoice, the seller, and the contents of the three or more identified documents;
identify a discrepancy between the three or more compared documents, wherein identifying a discrepancy includes determining if a property associated with one of the three compared documents is outside of a tolerance range and the tolerance range is determined by the identified business rules; and
generate a notification based upon the identified discrepancy.
24. The computer readable storage medium of claim 23 , wherein the instructions to generate a notification include instructions to notify a user associated with the purchase of the match.
25. The computer readable storage medium of claim 23 , further comprising instructions to request approval from the user to pay the invoice.
26. The method of claim 1 , wherein the business rules are specified by a super user.
27. The system of claim 12 , wherein the business rules are specified by a super user.
28. The computer readable storage medium of claim 23 , wherein the business rules are specified by a super user.