Purchase Orders: Approval, Receiving and Invoice Matching
Track a purchase from request through approval and receiving. Keep commitments, delivered quantities and invoiced amounts distinct so one status does not stand in for the whole process.
Records to include
- Orders: supplier, requester, line items, amount, currency and cost centre.
- Decisions: approver, reviewed version, time and outcome.
- Receiving and invoices: order reference, quantities and matching evidence.
Shape the workflow
Define threshold boundaries and the policy for amendments. Support partial delivery without marking the whole order received. Keep actual payment in the payment or accounting process. An AI-drafted order should remain a proposal until someone verifies it.
Example prompt
Build a purchase-order tracker. Requests below €2,000 go to a manager; €2,000 or more go to the owner. Record partial deliveries and invoice references separately. Require renewed approval after an amount change. Show approved commitments, unreceived items and unmatched invoices.
Check the generated app
- Test the €2,000 boundary and unauthorized approval.
- Receive four of ten units and verify six remain outstanding.
- Change an approved order and ensure the prior decision remains tied to the earlier version.
Imports, AI and connected services
Use the import controls available in your app and review a small sample before saving. CSV mapping and readable PDF content are different from image OCR. AI should use authorized saved records; unknown information should stay unknown. Email, Slack and webhooks need their own connection setup. Records and imports · In-app AI · Connections.
Changes and ongoing support
Review the affected records, screens and workflows before accepting an edit, then repeat the relevant checks. Dependency analysis helps identify known relationships but cannot prove that every outcome is correct. For hands-on implementation and maintenance, agree the scope through Managed.
Frequently asked questions
Can changing a threshold affect existing orders?
Yes, depending on the intended policy and implementation. Specify whether pending requests are rerouted, review mapped dependencies and test existing records before saving the change.
Does this example describe a ready-made template with every feature enabled?
No. It is a brief for a custom build. Review the generated functionality and confirm the required workflow steps, imports, integrations and availability before using it with real work.
Related reading
- Approval Workflows: From Request to Recorded Decision
- Inventory Tracking: Record Movements and Reconcile Stock
- Invoice Tracking: Outstanding Amounts and Payment Evidence
Custom builds open on December 1, 2026. Self-service opens in January 2027. Check current availability and limits before planning a rollout.
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