On this page you'll determine how Vic.ai handles mismatches between Purchase Orders (POs) and Invoices. The PO Mismatch Flow and tolerance generator can be utilized by Organization and Company Admins.
This is done in two steps, by:
Creating the PO Mismatch Flow
The required approval step(s) to approve/reject the PO Mismatch
Note: Only the first Mismatch Flow will be used that applies to your PO & Invoice. Put your most important flows up top!
PO Mismatch Flows
First determine how broadly a PO mismatch flow occurs.
Defining how a PO Mismatch flow Triggers
Choose from these two ways to select vendors:
Vendor Name(s)
Individual companies, like Home Depot or Amazon
Vendor Tag(s)
For grouping of companies, usually like Utilities, Maintenance, or Office Costs
Note: Vendor Tags are synced from your ERP. If you have any questions, please contact Support!
Defining when a PO Mismatch flow Triggers
Then create the triggers and set acceptable tolerances on:
Invoice Quantity
Invoice Unit Price
Invoice Line Amount
You then choose the allowable match variation, and can separately configure by percentage or number of units:
Exact:
Any deviation from the PO will trigger this flow.
Greater Than & Deviation Units
The flow can be enabled for the following:
Greater Than Or Greater Than or Equal To
Tolerance can be set to percentage or actual unit quantities:
Off by a percentage of the PO value
10% greater than expected value
Off by a specific quantity of the PO value
Example: Up to 5 units more than the desired quantity
Approval Steps
Now that you've defined when a PO Mismatch exceeds the tolerance flows, you now will create the approval flow required to sign off.
This can be a multi-step flow, and you'll define the triggers as desired if there are conditions that need to be met before a specific approval step occurs.
The potential approvers can be:
Name (PO Approver role)
PO Requester (from ERP)
Vendor Owner (from ERP)
Prior Approver's Manager (from ERP)
Not available in the first approval step
Note: PO Requester and Vendor Owner are synced from your ERP. If you have any questions, please contact Support as not all Integrations allow these features!
The same Trigger functionality for Invoice Quantity, Invoice Unit Price, and Invoice Line Amount are available from the PO Mismatch Flows section.
If no triggers are selected, then that approval step will always occur.
