PO vs. Receipt 3-Way Match Reconciler

The problem this kills

Receiving is where money quietly leaks. A pallet shows up, someone eyeballs the packing slip against the boxes, scribbles a count, and the quantities get keyed into the ERP. Nobody lines all three numbers up: what you ordered (the PO), what the vendor says they shipped (the packing slip), and what you actually counted on the dock.

So short-ships get paid for. Over-ships get stocked and never billed. Substituted SKUs slip through. A case-vs-each unit mix-up doubles or halves your inventory. And by the time AP finds the price discrepancy three weeks later, the vendor is long gone and the trail is cold.

A real 3-way match catches all of that at the dock, before it posts. The problem is that the only tools that do it properly are bolted into six-figure ERP suites. This plan lets you build your own.

What you'll build

A small, login-protected web app your receiving team actually uses:

• Load a PO from your spreadsheet or CSV (no ERP integration needed to start).
• Capture the packing slip by typing, pasting, or uploading it.
• Enter the counted quantities line by line, right on the dock.
• Auto 3-way match that normalizes units of measure (each vs. case vs. pallet) and applies your tolerance thresholds, then flags every short-ship, over-ship, wrong-item/substitution, and price/UoM mismatch.
• A discrepancy report a receiving lead reviews and signs off on - approving the final received quantities.
• Clean exports: a receipt CSV in the exact columns your ERP expects, plus an exception list for AP.

What's inside the Implementation Plan

A complete, paste-and-go runbook. The best part: it opens by interviewing you about your business - your current receiving process, who does each step, the systems and spreadsheets you use, your real PO and SKU naming, your UoM conventions, your tolerance rules, and your messiest edge cases. It reflects a short tailored spec back to you for a thumbs-up, then builds a tool shaped to your dock - not a generic template.

From there it walks you, prompt by prompt, through: the database and security, loading POs, capturing slips and counts, the matching engine, the discrepancy review screen, the human approval gate, and the CSV exports - each step ending in a ready-to-copy prompt you paste into your AI agent.

The governance it includes (this is the point)

This isn't a toy spreadsheet macro. The plan bakes in the controls a real receiving function needs:

• Login so only your team can use it.
• Row-level security so each organization only ever sees its own POs and receipts.
• A complete audit trail - who loaded, counted, matched, and approved, and exactly when.
• A hard human-in-the-loop approval gate - the tool drafts the match and flags problems, but a receiving lead must review and approve the final received quantities before anything is exported as posted.
• Duplicate guards - dedupe on PO line plus receipt session so the same PO can't be received twice.

Who it's for

Receiving clerks, inventory control specialists, and AP coordinators who are tired of catching errors after the fact. If you live between the dock and the ERP and you've ever paid for goods you never got, this one's for you. No coding background required.

You've got this - paste the first prompt and let the agent interview you.