Purchase order, ASN and invoice automation

What it is

Once a buyer approves a requisition, a stream of documents starts moving between you. A purchase order comes to you. An advance shipping notice goes back when you dispatch. An invoice follows. Each one has a required format, and each one can be rejected.

Automating that stream means these documents move as structured cXML between the buyer’s system and yours, rather than as PDFs somebody rekeys. The order lands in your system directly, and the invoice arrives in theirs already matching the order it belongs to.

The commercial reason to care is invoice rejection. An invoice that does not reconcile against the purchase order and the receipt goes into an exception queue, and exception queues are measured in weeks.

• Receive purchase orders from the buyer’s system as cXML and deliver them into your ERP or order system.
• Generate and transmit advance shipping notices when you dispatch.
• Produce cXML invoices that reference the correct purchase order and line items, formatted to that buyer’s requirements.
• Handle the three-way match fields — PO reference, line identifiers, quantities, tax treatment — that determine whether an invoice reconciles.
• Monitor document flow and alert on failures, rather than letting a rejected document sit unnoticed.
• Adjust when the buyer changes their document requirements, which they periodically do.

Three to six weeks of build work, depending on how accessible your order system is. Document testing with the buyer runs alongside and typically requires several cycles.

This is the Order Loop tier: $349/month for year one, stepping down to $219 from year two. Additional buyer connections are $450 once. You do not start paying until the connection is live in your buyer's production system.