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Enter vendor bills once, matched to purchase orders
For finance teams who want vendor invoices entered without duplicates and matched to orders, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
A repeated vendor invoice is caught only at posting
Entering a vendor bill means checking it was not already entered, matching it to the purchase order and finding the right items or expense accounts. A repeated invoice number is rejected only at posting, after the work is done.
Without PopdockAI
- Search posted and draft invoices for the number
- Find the purchase order and copy its lines
- Pick expense accounts that allow posting
- Learn about the duplicate when posting fails
With PopdockAI
- Posted and draft invoices are checked for the same number first
- Lines are matched to open purchase orders at order cost
- Price differences and invalid accounts are flagged
- You preview it, then a draft is created and checked against the bill
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Enter vendor invoice `{vendor-invoice-number}` from `{vendor-name}` for `{lines}` as a draft purchase invoice.
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Resolve the vendor**
Call `business-central-get-vendor` with name.contains set to `{vendor-name}`. If several match, list them and stop. If blocked is All, stop.
**Step 2: Duplicate check**
Call `business-central-get-posted-purchase-invoice` with buy-from-vendor-number and vendor-invoice-number set to `{vendor-invoice-number}`. Call `business-central-get-purchase-transaction` with buy-from-vendor-number and document-type Invoice and look for the same vendor-invoice-number. Any match: stop and show it. Business Central rejects a repeated vendor invoice number when posting.
**Step 3: Match to an order**
Call `business-central-get-purchase-transaction-line` with buy-from-vendor-number and document-type Order. If the lines in `{lines}` match open order lines, show the match and use the order's direct-unit-cost, noting any price difference.
**Step 4: Resolve each line**
Items: `business-central-get-item` (line-type Item). Expenses: `business-central-get-account` (line-type Account); the account must be account-type Posting, not blocked and allow direct posting. Stop and ask on no match or several.
**Step 5: Preview and confirm**
Show vendor, vendor invoice number, invoice date, due date if given, lines, total, and any order match or price difference. Ask for confirmation.
**Step 6: Create**
After confirmation call `business-central-create-purchase-invoice` once with vendor-number and pay-to-vendor-number, vendor-invoice-number `{vendor-invoice-number}`, invoice-date and due-date where given. Then call `business-central-create-purchase-invoice-line` for each line with document-number, line-type, number-on-line, quantity, unit-cost and description.
**Step 7: Confirm the result**
Call `business-central-get-purchase-transaction` and `business-central-get-purchase-transaction-line` with the new document-number, and report the number and total. If the total differs from the vendor's bill, say so; the user can fix it with `business-central-update-purchase-invoice-line` or `business-central-update-purchase-invoice` after another confirmation.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Call `business-central-create-purchase-invoice` exactly once.
**Validation:**
* Without a vendor invoice number there is no duplicate check; ask for it.Who it's for
One answer, three teams that use it
Accounts payable clerks
Key bills faster with fewer errors
Enter a bill in one message and have it matched to the purchase order, with any total difference noted.
Enter Contoso Supplies invoice CS-5531 in Business Central for 40 Camp Stoves at 38 and shipping of 75.
AP managers
Stop duplicate invoices up front
A repeated invoice number stops the entry before any work is done, protecting against paying twice.
Has Northwind Traders invoice NT-8802 already been entered in Business Central? If not, enter it for 1,250 to account 6300.
Purchasing
See price differences against the order
Lines use the order cost and differences are noted, so you can query the vendor before paying.
Enter Fabrikam invoice F-2087 for 100 Wool Socks at 5.20 and tell me if it differs from the purchase order.
How it works
What PopdockAI does when you ask
You give the vendor invoice number, vendor and lines and your AI assistant checks for duplicates and matches open orders in Business Central. Nothing is created until you confirm.
01
Ask
You give the vendor invoice number, vendor and lines.
02
Check
It checks posted and draft invoices for the same number and stops on a match.
03
Match
Lines are matched to open purchase orders and you preview the invoice.
04
Create
After you confirm, it creates the draft and notes any total difference.
The outcome
Vendor bills entered once, matched to orders
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