Order match

The card “Check invoice” with “Order match” looks for the order with the incoming invoice’s order number and compares the gross totals with a 2 % tolerance and the vendor, with no script and no AI. The standard types “Incoming invoice” and “Order” have the order number and the vendor, and AI capture reads them from the document. When the invoice matches its order (“Matches”), the invoice goes to approval; when it deviates (“Deviation”) or no order has the number (“No order”), purchasing checks it first. “Matches” approves nothing: a person still approves. The order is linked to the workflow and shown only to people who may open it; the hint never names its amount.

The workflow

The workflow starts for every document of the type incoming-invoice. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 7
sdk: '1.0.0'
key: order-match
name: Bestellabgleich
template: custom
trigger:
  documentType: incoming-invoice
fields: []
start: match
steps:
  - kind: invoiceCheck
    name: match
    label: Bestellabgleich
    check: orderMatch
    order:
      invoiceField: orderNumber
      orderType: order
      orderField: orderNumber
      tolerancePercent: 2
      invoiceVendorField: vendorName
      orderVendorField: vendorName
    next: approval
    onDeviation: purchasing
    onNotFound: purchasing
  - kind: humanTask
    name: purchasing
    label: Abweichung prüfen (Einkauf)
    taskKind: review
    assignees: []
    fallback:
      kind: member
      member: einkauf@example.com
    options:
      excludeRequester: false
      excludeActorsOfSteps: []
      pickFile: false
    next: approval
    onRejected: rejected
  - kind: humanTask
    name: approval
    label: Freigabe
    taskKind: approve
    assignees: []
    fallback:
      kind: role
      role: Geschäftsführung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: end
    name: approved
    label: Freigegeben
    outcome: approved
  - kind: end
    name: rejected
    label: Zurückgewiesen
    outcome: rejected