Workflows

Document Reconciliation

Invoices, packing lists, BOLs, PODs, claim documents, customer POs, warehouse notes, and photos often live outside Acumatica even though Acumatica remains the system of record.

The Document Reconciliation workflow is for document-heavy work where the assistant compares source documents against Acumatica records, flags exceptions, and attaches approved files only after review.

Business Problem

Invoices, packing lists, BOLs, PODs, claim documents, customer POs, warehouse notes, and photos often live outside Acumatica even though Acumatica remains the system of record.

Someone still has to compare document values to Acumatica records, identify mismatches, attach the right files, and prepare follow-up work. That work is valuable, but it should not silently change transaction data while the user is trying to reconcile documents.

Example Starting Prompt

Compare this commercial invoice and packing list against Acumatica purchase order PO-000123. Check vendor, item numbers, descriptions, quantities, substitutions, carton counts, prices where exposed, and shipment references. Do not update records yet. Return exceptions first.

Complete Workflow

The workflow starts with a document packet: a commercial invoice, packing list, BOL, POD, customer PO, claim document, warehouse note, photo set, or another approved source file. The document stays visible because the extracted values need to be traceable back to the source.

The assistant extracts the values needed for reconciliation: vendor, customer, purchase order number, sales order number, shipment number, invoice number, item numbers, descriptions, quantities, dates, prices where exposed, carton counts, tracking numbers, substitutions, damage notes, and any special handling comments.

Acumatica MCP Tools then locates the related Acumatica records. Depending on the packet, the target can be a purchase order, receipt, sales order, shipment, invoice, vendor, customer, inventory item, or approved inquiry view.

The workflow compares document values against Acumatica values and returns exceptions first. A useful reconciliation answer separates exact matches, likely matches, missing values, mismatches, and questions that need user review. It should quote the source document value and cite the Acumatica record or view used for comparison.

If the packet is ready to file, the user approves the attachment target before anything is attached. Attachment tools must be allowlisted for the target entity. If attachment tools are not enabled, the workflow stops with a prepared recommendation and explains that no file was attached.

Notes, tasks, claim packets, vendor messages, carrier messages, customer communication, transaction updates, and record changes are separate workflows. Document reconciliation should not quietly change purchase orders, receipts, sales orders, shipments, invoices, or customer data while the user is only trying to compare documents.

The final output should include the source document values, matched Acumatica records, exception list, unresolved review questions, attachment recommendation or attachment result, and any denied update or communication request.

Acumatica Records and Tools

  • AI client for document understanding and workflow coordination.
  • Acumatica MCP Tools for record lookup and attachment workflows.
  • Contract REST API reads for purchase order, receipt, sales order, shipment, invoice, vendor, customer, and attachment target context.
  • Optional Generic Inquiry OData or Entity OData v4 reads for document status and exception views.
  • Allowlisted attachment tools for approved source files and approved target entities.

The common Acumatica records are Purchase Order, Receipt, Sales Order, Shipment, Invoice, Vendor, Customer, Inventory Item, carrier or tracking context where exposed, landed cost or inbound shipment views where exposed, and Attachments.

Human Approval Point

The user approves document-to-record matches when confidence is low, exception interpretation, source document attachment, attachment target record, any note or exception summary added to a record, any transaction data update, and any vendor, carrier, or customer communication.

Guardrails to Show

Document comparison can be read-only. Attachments require a separate allowlist, and the workflow should not silently change transaction data while reconciling documents.

Treat notes, tasks, record updates, claim packets, and communications as separate workflows. Keep claim emails, vendor messages, carrier messages, and customer communication draft-only unless explicitly approved.

Good First Setup

Start with a fake, sandbox, or approved document set tied to known Acumatica records. Strong first versions include commercial invoice and packing list comparison against a purchase order, receipt document reconciliation, shipment missing document worklist, customer PO attachment review for sales orders, BOL or POD attachment review for shipments, damage or quality claim packet preparation, or landed cost document packet review.

Success means the workflow extracts key document values, finds the related Acumatica record, compares values, flags exceptions first, cites source document values and Acumatica records, prepares an attachment or review packet recommendation, attaches only after approval if the entity is allowlisted, and stops before changing records or sending communications.

Guided Deployment

Bring one document-heavy workflow for guided deployment. We will map the document types, Acumatica records, attachment allowlists, approval points, and any separate write, task, note, or communication boundaries.

Request Free Guided Deployment