Purchase order exceptions for approval

Review this purchase order, goods-received record and supplier invoice as a three-way match.

Purchase order:
[paste purchase order, including PO number, supplier, currency, line descriptions, quantities, unit prices, tax, delivery charges and approval status]

Goods-received record:
[paste goods-received note or receipt data, including PO number, receipt date, received quantities, rejected quantities and receiver comments]

Supplier invoice:
[paste invoice, including invoice number, invoice date, PO number, line descriptions, quantities, unit prices, tax, delivery charges, total and payment terms]

Use the PO as the authorised commitment. Compare each invoice line against the PO and the goods-received record. Check supplier name, PO number, currency, duplicate invoice risk, quantities, unit prices, tax, freight or other charges, and totals.

Return a Markdown table with these columns: PO number | invoice number | line or charge | PO value | received quantity/value | invoiced value | exception type | evidence | recommended action | owner.

Set recommended action to exactly one of: Approve, Reject, Hold for evidence, or Supplier follow-up. Set owner to exactly one of: Accounts payable, Procurement, Goods receiver, or Supplier.

After the table, provide:
1. Decision: one of Approve, Reject, Hold for evidence, or Supplier follow-up.
2. A numbered list of the specific reasons for that decision.
3. A list headed Missing or ambiguous information.

Do not assume that a blank field is a match. Do not invent a tolerance, receipt, approval or tax treatment. If evidence conflicts, describe both values and recommend Hold for evidence.

Create an exception register from the purchase order, goods-received and invoice data below.

Purchase order data:
[paste table or CSV export with PO number, supplier, currency, line number, item or service description, ordered quantity, unit price, line value, tax, delivery charge, approver and PO status]

Goods-received data:
[paste table or CSV export with PO number, line number, receipt number, receipt date, received quantity, rejected quantity and receiver note]

Invoice data:
[paste table or CSV export with invoice number, supplier, invoice date, PO number, line number, description, invoiced quantity, unit price, line value, tax, other charges, invoice total and payment terms]

Match records using PO number first, then line number. Where either identifier is missing, use supplier, description, quantity and value only to suggest a possible match. Mark that match as unconfirmed.

Return one Markdown table, sorted with Reject first, then Hold for evidence, Supplier follow-up and Approve. Use these columns: exception ID | PO number | invoice number | supplier | line number | exception category | PO amount | received amount or quantity | invoice amount or quantity | variance | action | owner | required evidence.

Use only these exception categories: no PO, PO closed or cancelled, supplier mismatch, duplicate invoice risk, quantity mismatch, price mismatch, receipt missing, receipt short, unapproved charge, tax mismatch, total mismatch, unclear match.

Calculate a variance only where both compared values are stated. Otherwise write Not calculable. Set action to exactly one of: Approve, Reject, Hold for evidence, Supplier follow-up. At the end, give counts by action and a separate list of records that could not be reliably matched. Do not create records that are not present in the supplied data.

Apply the stated invoice-matching policy to the transaction data below. Produce an approval exception list.

Approved policy:
[paste the policy, including any monetary, percentage, quantity, tax, freight, partial-delivery and service-acceptance rules]

Purchase order data:
[paste PO details]

Goods-received data:
[paste receipt details]

Invoice data:
[paste invoice details]

For each invoice line and charge, identify the applicable policy rule. Compare the invoice to the PO and goods-received record. Calculate the variance in currency and percentage only when the required values are available.

Return a Markdown table with: PO number | invoice number | line or charge | policy rule applied | PO value or quantity | received value or quantity | invoiced value or quantity | variance | within policy | decision | explanation.

Use Within policy as Yes, No, or Cannot determine. Use decision as Approve, Reject, Hold for evidence, or Supplier follow-up.

Below the table, provide a section called Policy gaps and ambiguity. List cases where the policy does not cover the charge, where more than one rule could apply, or where the data needed to apply a rule is missing. Do not choose a tolerance that is not written in the policy. If a policy rule conflicts with a stated contractual or PO term, flag the conflict and set the decision to Hold for evidence.

Draft a supplier invoice query using the records below. The purpose is to obtain a corrected invoice, credit note or evidence needed to resolve an invoice-matching exception.

Supplier name and contact details:
[paste details]

Purchase order:
[paste relevant PO fields]

Goods-received record:
[paste relevant receipt fields]

Invoice:
[paste relevant invoice fields]

Internal exception notes:
[paste confirmed discrepancies and any approved next step]

Write a professional email in British English. Use this exact structure:
Subject: [write subject]

Dear [supplier contact],

Reference
- PO number:
- Invoice number:
- Invoice date:

Issue
[State each confirmed discrepancy in plain language. Include the expected value, invoiced value and relevant receipt status.]

Action requested
[Ask for exactly the evidence, corrected invoice or credit note required.]

Response requested by
[Use the supplied date. If no date is supplied, write: Please confirm your expected response date.]

Kind regards,
[operations team]

Do not accuse the supplier of an error where the records are incomplete. If the evidence does not establish which record is correct, ask the supplier to confirm the relevant order, delivery or billing detail. After the email, add an Internal follow-up list with owner, next action and the evidence that would close the exception.

Convert the reviewed three-way match findings below into an approval summary for the authorised approver.

Reviewed findings:
[paste exception register, reviewer notes, PO details, receipt evidence and invoice details]

Create a Markdown report with these sections.

1. Decision register
Use a table with: item ID | PO number | invoice number | supplier | amount and currency | decision | reason | evidence reviewed | action before payment.

Decision must be exactly one of: Approve, Reject, Hold for evidence, or Supplier follow-up.

2. Approval request
List only the items marked Approve. For each, state why the PO, receipt and invoice support payment.

3. Rejection and hold actions
List all other items. State the person or team who must act, the exact document or confirmation needed, and whether the invoice should be excluded from the payment run.

4. Reviewer limitations
List missing records, uncertain matches and assumptions that were not resolved.

Do not approve an item solely because its total appears plausible. Do not treat an invoice as received goods. If a decision is not supported by both the supplied data and the stated matching policy, use Hold for evidence.