PO reconciliationPurchase order reconciliation
Match every PO line before you pay.
Purchase orders, supplier invoices, goods receipts and the import entry, matched line by line. Every variance gets a case, an owner and a record of how it closed.
| Field | POPO 4500-2291 | InvoiceINV SB-3381 | ReceiptGR 50-7710 | Entry7KX-1102118-7 |
|---|---|---|---|---|
| Quantity | 1,000 | 1,000 | 980 | 980 |
| Unit price | $4.20 | $4.35 | - | - |
| Tariff surcharge | - | $294.00 | - | $105.00 duty |
- 20 units billed, not received$87.00
- Price above PO, 980 units$147.00
- Surcharge above duty paid$189.00
- Credit to request$423.00
A sample four-way match for one purchase order line: the PO, the supplier invoice, the goods receipt and the import entry side by side, with the short receipt, the price above the PO and the tariff surcharge above the duty paid flagged, and a drafted supplier note waiting for approval. Sample data.
What is purchase order reconciliation?
Checking that every supplier invoice matches the order that authorized it and the receipt that confirms it.
Purchase order reconciliation checks that every supplier invoice matches the purchase order that authorized it and the goods receipt that confirms delivery, line by line: item, quantity, unit price, unit of measure, freight and surcharges. GingerControl adds a fourth document, the import entry, so a tariff surcharge on the invoice can be checked against the duty actually paid. Each variance becomes a case with an owner. We draft the note to the supplier, your team approves it, and every case keeps its record until it closes.
- Made for
- Manufacturers and importers with many supplier invoice lines
- Matches
- Purchase order, invoice, goods receipt and import entry
- You get
- A case per variance, closed with your approval
How does each PO line get matched?
Load the documents, match every line four ways, then work each variance to a close with your approval.
Load the documents.
Read-only extracts of purchase orders, invoices, goods receipts and price lists from your ERP. No new supplier portal.
Match every line four ways.
Purchase order, invoice, receipt and import entry, line by line. Price, quantity and surcharge differences are priced.
Close each case with approval.
We draft the note to the supplier and your team approves it. The credit or the accepted exception goes on record.
| Field | POPO 4500-2291 | InvoiceINV SB-3381 | ReceiptGR 50-7710 | Entry7KX-1102118-7 |
|---|---|---|---|---|
| Quantity | 1,000 | 1,000 | 980 | 980 |
| Unit price | $4.20 | $4.35 | - | - |
| Tariff surcharge | - | $294.00 | - | $105.00 duty |
- 20 units billed, not received$87.00
- Price above PO, 980 units$147.00
- Surcharge above duty paid$189.00
- Credit to request$423.00
A sample purchase order line loaded with its supplier invoice, goods receipt and import entry, before matching. Sample data.
Load the documents.
Read-only extracts of purchase orders, invoices, goods receipts and price lists from your ERP. No new supplier portal.
Aluminum housing, part 7781-AMatchingField POPO 4500-2291 InvoiceINV SB-3381 ReceiptGR 50-7710 Entry7KX-1102118-7 Quantity 1,000 1,000 980 980 Unit price $4.20 $4.35 - - Tariff surcharge - $294.00 - $105.00 duty Variance caseOwner: AP lead - 20 units billed, not received$87.00
- Price above PO, 980 units$147.00
- Surcharge above duty paid$189.00
- Credit to request$423.00
Note to Supplier B draftedApprove and sendA sample purchase order line loaded with its supplier invoice, goods receipt and import entry, before matching. Sample data.
Match every line four ways.
Purchase order, invoice, receipt and import entry, line by line. Price, quantity and surcharge differences are priced.
Aluminum housing, part 7781-A3 variancesField POPO 4500-2291 InvoiceINV SB-3381 ReceiptGR 50-7710 Entry7KX-1102118-7 Quantity 1,000 1,000 980 980 Unit price $4.20 $4.35 - - Tariff surcharge - $294.00 - $105.00 duty Variance caseOwner: AP lead - 20 units billed, not received$87.00
- Price above PO, 980 units$147.00
- Surcharge above duty paid$189.00
- Credit to request$423.00
Note to Supplier B draftedApprove and sendThe same sample line matched four ways: 20 units billed but not received, a unit price above the PO, and a tariff surcharge above the duty paid on the entry, each flagged. Sample data.
Close each case with approval.
We draft the note to the supplier and your team approves it. The credit or the accepted exception goes on record.
Aluminum housing, part 7781-A3 variancesField POPO 4500-2291 InvoiceINV SB-3381 ReceiptGR 50-7710 Entry7KX-1102118-7 Quantity 1,000 1,000 980 980 Unit price $4.20 $4.35 - - Tariff surcharge - $294.00 - $105.00 duty Variance caseOwner: AP lead - 20 units billed, not received$87.00
- Price above PO, 980 units$147.00
- Surcharge above duty paid$189.00
- Credit to request$423.00
Note to Supplier B draftedApprove and sendThe sample variance case: the three differences priced, a drafted note to the supplier, and the approval step before it is sent. Sample data.
Is the tariff surcharge on this invoice right?
Check it against the entry: the duty actually paid for those goods, by HTS code and entry date.
- A blanket percentage is a supplier’s estimate. The entry shows what was actually paid.
- Each surcharge is checked by HTS code and entry date, so a rate change lands on the right shipments.
- Anything billed above the duty paid goes back as a credit request your team approves.
A sample tariff surcharge check: a 7% surcharge on a supplier invoice compared with the duty paid on the matching import entry for the same goods, and the difference added to a credit request. Sample data.
Who does what in PO reconciliation?
We match, price and draft; your team sets the rules and approves every note before it reaches a supplier.
GingerControl
- Matches PO, invoice, receipt and entry line by line
- Prices each variance and opens a case
- Drafts the note to the supplier
- Records how each case closed
You
- Share read-only extracts from your ERP
- Set the tolerances and approval rules
- Approve every note before it is sent
Nothing goes to a supplier without your team’s approval.
PO reconciliation questions
What is PO (purchase order) reconciliation?
Purchase order reconciliation verifies that each supplier invoice matches the purchase order that authorized it and the goods receipt that confirms delivery, at line level: item, quantity, unit price, unit of measure, freight, tax and surcharges. When they disagree, the variance is priced, raised with the supplier and closed as a credit, a repricing or an accepted exception.
How is this different from the three-way match in our ERP?
Your ERP flags a mismatch and leaves it in a queue. We take the flag through to a close: the variance priced, a note drafted to the supplier, your approval, and the credit or accepted exception recorded. We also add a fourth document, the import entry, so tariff surcharges can be checked against the duty actually paid.
Does anything go to suppliers without our approval?
No. We match lines, price variances and draft the supplier notes; every note and every final resolution runs through your approval rules. You decide which small variances clear on their own and which always need a person, and every step is logged.
Can you check the tariff surcharges our suppliers bill?
Yes. A blanket percentage surcharge is a supplier’s estimate. We compare it with the duty actually paid on the entry for those goods, by HTS code and entry date, and anything billed above it goes back to the supplier as a credit request your team approves.
Which systems do you work with?
The ERP and AP systems you already run, through read-only extracts or exports of purchase orders, invoices, goods receipts and price lists. There is no migration and no new supplier portal.
