Unable to reconcile advance payments to purchase orders when clearing companies don't provide invoices and shipments cover multiple POs, leading to risk of duplicate payments and inaccurate cost allocation.

Workarounds Described

• uses Excel to match payments to purchase orders
• procurement colleague keeps figures in their brain instead of a system
• shipping companies only mention payments later when follow up

Implied Software Gaps

• Automated advance payment matching to purchase orders without invoices
• Integrated system connecting procurement, accounting, and shipping data
• Duplicate payment prevention with real-time payment tracking

AdvancePay Matcher

An intelligent payment reconciliation tool that automatically matches advance payments to purchase orders, even when no invoice is provided. It captures payment data from bank feeds or manual entry, suggests allocations across multiple POs based on shipment manifests, and flags unmatched amounts to prevent duplicate payments.

Existing Solutions Mentioned