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.

Step 3 — Extract PO Details

From the matching PO record, extract:

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

If PO Total is not available in metadata, read the PO file content with cat_file to extract the total.

Step 4 — Reconcile

Perform two checks:

1. PO Number Match: Confirm the PO Number from the invoice exactly matches the PO Number on the PO record. Any mismatch (e.g., trailing characters, prefix differences) = Discrepancy.

2. Total Comparison:

   • If Invoice Total > PO Total → Non Compliant (overage = Invoice Total − PO Total)
   • If Invoice Total ≤ PO Total → Compliant (remaining budget = PO Total − Invoice Total)

Step 5 — Write Back to Invoice Metadata

Use update_list_items_v2 to write the following columns on the invoice item. If the columns don't exist yet, note that to the user and skip the write-back.

Step 6 — Return Summary to User

After processing all invoices, return a single formatted Markdown table:

Use these status indicators:

• ✅ Invoice is Compliant — Invoice total is at or below PO total. Show remaining budget.
• ⚠️ Discrepancy Found — Invoice total exceeds PO total. Show overage amount.
• ❌ Unable to Reconcile — No matching PO found or PO number mismatch.

Example

User: "Reconcile this invoice against its PO" (User has selected: Invoice-1042.pdf)

Agent response after processing:

I read Invoice-1042.pdf and found Invoice #1042 for $4,800.00 referencing PO-1042. I located PO-1042 in the Purchase Order library with a total of $5,000.00.

Invoice #	Invoice Total	PO #	PO Total	Status	Details
1042	$4,800.00	PO-1042	$5,000.00	✅ Compliant	Remaining budget: $200.00

I updated the invoice metadata with Reconciliation Status = Compliant and the reconciliation details.

Constraints

• Never fabricate invoice or PO data. All values must come from actual file content or metadata.
• If a column name doesn't match exactly (e.g., "Amount" vs "Invoice Total"), adapt by inspecting the list schema with get_list_schema first.
• If the Purchase Order library can't be found on the site, ask the user which library contains the POs.
• If write-back columns (Reconciliation Status, Reconciliation Details) don't exist on the invoice library, inform the user and offer to create them.
• Format all currency values with two decimal places and a dollar sign.
• Process invoices in the order they were selected.