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Catch Ramp purchase orders that do not match bills and receipts
For operations and procurement teams who want billing and receiving checked against each purchase order by asking their AI assistant.
On this page
Connector
Connect Ramp, pick your AI tool and paste the prompt.
The problem
Paid but never received orders hide across Ramp
Purchase orders, bills and receipts live in different places in Ramp. Matching them by hand means comparing amounts and statuses for every order, so goods paid for but not received, or received but not billed, go unnoticed.
Without PopdockAI
- List purchase orders for the period
- Compare billing and receipt status for each
- Open item receipts and line items to check quantities
- Find the mismatch only when someone asks
With PopdockAI
- Purchase orders read with amount, spend and both statuses
- Billed not received, received not billed and overspent flagged
- Item receipts and line items checked for each suspect order
- Three clear tables, and nothing changed
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find purchase orders created in the last {days-back} days (default 90) where billing and receiving do not line up, optionally only billing status `{billing-status}`.
**Step 1: Pull purchase orders**
Call `ramp-get-purchase-order` with `created-at.from` set to the window start (add `billing-status` if given). Note receipt status, amount, spend total and billing status.
**Step 2: Match**
* Billed but receipt status shows nothing received: paying for goods not yet received.
* Received but not billed: an accrual to check.
* Spend total over the order amount: overspend.
For each suspect order, call `ramp-get-item-receipt` and `ramp-get-purchase-order-line-item` (filter by `purchase-order-name`) to confirm quantities.
**Step 3: Report**
Three sections (billed not received, received not billed, overspent), each a table of PO number, name, amount, spend total, billing status, receipt status.
**Rules & Guidelines:**
* Read only. Never call `ramp-purchase-order-archive`, `ramp-item-receipt-add`, `ramp-item-receipt-delete` or any other write tool.
**Validation:**
* If no purchase orders match, say so and stop.Who it's for
One answer, three teams that use it
Purchasing managers
Find goods paid for but not received
Orders billed with nothing received are listed so you can chase the vendor.
Which Ramp purchase orders from the last 90 days were billed but never received?
Accounts payable
Catch receipts waiting on a bill
Orders received but not billed show you what to expect from vendors before close.
List Ramp POs from this quarter that were received but not billed yet.
Budget owners
Spot orders that went over amount
Spend above the order amount is flagged with the PO number and totals.
Which Ramp purchase orders in the last 60 days have spend above the order amount?
How it works
What PopdockAI does when you ask
You give a window and your AI assistant checks Ramp purchase orders against bills and receipts. It confirms quantities for each suspect order and changes nothing.
01
Ask
You give a window, default 90 days, and optionally a billing status.
02
Pull
It reads Ramp purchase orders with amount, spend total, billing status and receipt status.
03
Match
It spots mismatches and checks item receipts and line items for each suspect order.
04
Report
You get three tables: billed not received, received not billed, overspent.
What PopdockAI provides
The tools behind the answer
Ready made tools for Ramp and one secure connection to your AI tool. No code, no exports.
ramp-get-purchase-order
ramp-get-item-receipt
ramp-get-purchase-order-line-item
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Mismatched purchase orders found on purpose, not by chance
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One prompt template with infinite possibilities.
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