Invoice matching: every question

1. How you work today for your version, wk Nov 30

What we heard on our call on Oct 9, about how supplier bills are matched today. Correct anything that's changed. Confirm each line, or write what's different.

1. You get about 250 supplier invoices a month. (Our call on Oct 9)
2. Most parts bills come with a PO number on them. (Our call on Oct 9)

2. Who's involved for deep dives, wk Nov 23

At the deep dives we meet the people who raise POs and match bills. Confirm each line, or write what's different.

• Owns it: Joelle Arsenault, office manager. Approves: Service manager. Decides: Joelle Arsenault, office manager.
• Also: Lead technician (name to come), joins the deep dives.

3. How it decides for your version, wk Nov 30

Who approves a price difference, and up to how much. Confirm each line, or write what's different.

• Up to $25: goes ahead without asking.
• $25 to $1,000: your service manager.
• Over $1,000: your owner.
• Only the person at that level signs.

4. Rules and exceptions for your version, wk Nov 30

What your version does with the bills that aren't simple. Confirm each line, or write what's different.

1. Your technicians raise POs in Aspire. (What we assumed)
2. When a bill charges for a different quantity than you received, what happens?
3. Which suppliers never send a PO?

5. Your files for build and test, Dec 7 to Jan 15

Your written rules and a few past examples, so we build and test on your real work. Send them as they are; our NDA covers them.

1. Your purchasing policy, if it's written down.
2. Your last 50 supplier invoices, as you received them, each marked with how it ended.
3. Two or three bills from your hardest suppliers.