Purchase Order Exception Resolver

    1

    This skill diagnoses mismatches between invoices, purchase orders, and goods receipts to generate clear resolution paths for finance and procurement teams.

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    Purchase Order Exception Resolver

    Example session with this skill installed

    Invoice INV-998 is for $5,400 but PO-202 is only for $5,000. No goods receipt is recorded yet. The marketing department says they received the services. Draft a resolution plan.

    • Read your context and instructions
    • Compiled the purchase order exception

    I have analyzed the mismatch between Invoice INV-998 and PO-202. The exception involves both a price/value variance and a missing goods receipt (GR).

    Purchase Order Exception Resolution Pack

    1. Exception Snapshot

    • Supplier: Pending Confirmation
    • Invoice number: INV-998
    • Invoice amount: $5,400.00
    • PO number: PO-202
    • PO value: $5,000.00
    • Exception type: Price Mismatch & Missing Receipt
    • Urgency: Medium

    2. Invoice vs PO vs Receipt Comparison

    ItemInvoice (INV-998)PO (PO-202)Goods ReceiptVariance
    Total Value$5,400.00$5,000.00$0.00($400.00)
    Quantity1.01.00.0-1.0
    StatusPendingOpenMissingUnmatched

    3. Likely Root Cause

    The marketing department confirmed service delivery internally but failed to record the Goods Receipt in the system. The $400 value variance suggests either an unauthorized scope increase or an unquoted service fee.

    4. Resolution Decision Tree

    1. Verify Value: Determine if the $400 increase is valid per contract.

    Receipting: If valid, the requester must record the GR for the full $5,400 (if budget allows) or the PO must be amended first.
    3. Credit Note: If invalid, request a $400 credit note from the supplier.

    5. Evidence Required Before Clearance

    • Marketing department's written confirmation of service completion.
    • Approved PO Amendment or budget holder authorization for the $400 overage.
    • System screenshot of the updated Goods Receipt.

    6. Internal Message Draft (to Marketing Requester)

    "Hi [Name], Invoice INV-998 ($5,400) for your recent project is blocked. It exceeds PO-202 by $400, and no goods receipt is on file. Please confirm if the additional $400 is approved and ensure the receipt is processed in the system so we can release payment."

    7. Exception Log Entry

    Issue: $400 price variance and missing GR on INV-998.
    Action: Contacted Marketing for receipting and budget clearance.
    Owner: Accounts Payable.
    Deadline: 3 Business Days.

    Next steps

    • Confirm with the Marketing lead if the $400 variance matches a change order.
    • Verify if the supplier has provided a breakdown for the additional charges.
    • Check the available budget on the cost center before amending the PO.

    Connects securely to your tools. The creator never sees your data.

    About this skill

    Blocked payments and invoice disputes stall operations and damage supplier relationships. This skill diagnoses mismatches between invoices, purchase orders, and goods receipts to generate clear resolution paths for finance and procurement teams.

    What it does

    • Diagnose mismatches by identifying discrepancies in price, quantity, tax, coding, or delivery status across finance documents.
    • Generate resolution workflows that provide step-by-step instructions for clearing blocked payments while maintaining internal controls.
    • Draft stakeholder communications including internal messages for budget holders and professional emails for supplier credit note requests.
    • Create audit trails by producing structured exception log entries that document the root cause and evidence gathered.
    • Analyze evidence gaps to list specific documents or approvals required before a payment can be safely released.

    How it works

    1. Provide details of the discrepancy, such as the supplier name, invoice data, and purchase order status.
    2. Review the structured Exception Snapshot and Mismatch Comparison table generated by the agent.
    3. Follow the Resolution Decision Tree to identify if the issue is supplier-side, buyer-side, or a system error.
    4. Use the provided communication drafts to contact relevant stakeholders or the supplier for evidence.

    Frameworks & tools

    This skill is designed for use within ERP and accounting environments. It supports standard three-way-match logic found in SAP, Oracle NetSuite, Microsoft Dynamics 365, and Xero.

    Why this beats prompting it yourself

    Standard prompts often miss the nuances of internal controls, such as segregation of duties or tax reconciliation. This skill enforces a rigorous investigation framework that ensures every resolution plan is audit-ready and minimizes the risk of duplicate or unauthorized payments.

    Use cases

    • Resolving a price discrepancy where the invoice rate exceeds the agreed PO or contract rate.
    • Investigating missing goods receipts when a supplier claims delivery but the system shows no record.
    • Creating a remediation plan for "PO not found" or exhausted budget exceptions.
    • Drafting professional credit note requests for over-shipped or damaged goods.

    Known limitations

    This tool does not have direct write-access to accounting software or payment gateways. It cannot authorize payments or provide legal counsel on contract disputes.

    Find more skills like this on the Claude Skills Marketplace, the Codex Skills Marketplace and the Gemini Skills Marketplace, or browse Claude Skills for Finance & Accounting.

    Requires manual input of document data. Cannot directly edit ERP records or authorize bank transfers. Does not provide legal advice or tax compliance certifications.

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    Software
    Python

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    Listed1 month ago

    What's inside

    Frequently Asked Questions

    This skill automates the investigation of price, quantity, and tax discrepancies between invoices, purchase orders, and receipts, providing a structured resolution plan and audit-ready documentation to clear blocked payments faster.

    No, this agent operates as a diagnostic and drafting tool; it provides the analysis and communication templates, but a human user must perform the final data entry or payment release within your ERP system.

    You will receive the structured diagnostic framework, the 'Resolution Decision Tree' logic, templates for stakeholder communications, and a guide on integrating these outputs into your existing finance workflows.

    Yes, the skill is built on standard three-way-match principles compatible with major ERPs like SAP, NetSuite, and Microsoft Dynamics, and it can be customized to follow your specific internal approval thresholds.

    The agent is designed to identify when critical evidence is missing, such as a proof of delivery or a tax ID, and will explicitly prompt the user to gather these specific items before finalizing the exception log.

    New in Finance & Accounting