invoice-po-reconciliation

Invoice vs. Purchase Order Reconciliation

Purpose

Reconcile one or more user-selected invoice files against their corresponding purchase orders (POs). Determine compliance by comparing totals, write results back to invoice metadata, and return a clear summary.

Trigger Phrases

Activate this skill when the user says any of the following (or close variations):

• "po reconciliation"
• "invoice reconciliation"
• "reconcile invoice"
• "invoice to po reconciliation"
• "reconcile po"
• "match invoice to po"
• "invoice po match"
• "check invoice against po"
• "po match"
• "compare invoice to po"

Prerequisites

• The user must have one or more invoice files selected in a document library.
• If no files are selected, ask the user to select the invoice file(s) they want to reconcile.

Steps (repeat for each selected invoice)

Step 1 — Read Invoice Metadata

Use cat_file or list_items (with field projection) to read the selected invoice file's metadata columns. Look for:

• Invoice Number
• Invoice Total (or Amount, Total, Invoice Amount — adapt to actual column name)
• PO Number (or Purchase Order Number, Referenced PO — adapt to actual column name)

If the library has metadata columns populated, extract the values directly.

If metadata columns are missing or empty, read the file content with cat_file and extract Invoice Number, Invoice Total, and PO Number from the document body.

Step 2 — Find the Matching Purchase Order

Search the Purchase Order library (also try "Purchase Orders" or "PO" if not found) for a record whose PO Number column matches the PO Number extracted from the invoice.

• Primary method: Use list_items with a filter on the PO Number column.
• Fallback method: If the library doesn't have a clear PO Number column or the filter returns no results, use find_items or semantic_search to locate the PO by PO number.

If no matching PO is found, report the invoice as Unable to Reconcile — No matching PO found and move to the next invoice.