CheckingTwelve rules, R1 to R12, on every record
CYOP sits on top of the ERP you already run and checks purchase orders, receipts and invoices against each other. Every exception comes with evidence, a confidence score, the money at stake and a suggested fix.
Read-only. Nothing is written back to your ERP.
03Reading the exportMatching order, receipt and invoiceChecking twelve rulesFixed, and the mark clears
The problem
Procure-to-pay was never designed. It piled up.
- 01
A merger brings a second ERP
It never fully merges. Two AP inboxes key the same invoice. Two vendor records describe one supplier, and receiving works differently at each site.
- 02
The person who knew leaves
Why the terms were set that way, which buyer cuts the PO after the invoice arrives: none of it was written down, so nobody checks it.
- 03
The fix is a one-off
Consultants quote $2M and more to untangle one P2P setup, once. The report starts going stale the day it lands.
First-pass yield
APQC puts top-quartile teams at about 95% of invoices processed right the first time. Most teams can't say where they are. CYOP measures it on every run.
One engine
Every record, checked against the others. Not just the invoice against the PO.
An ERP checks each document on its own. CYOP reads them together, across six kinds of record and twelve rules. Hover a pair to see which rules compare them.
| Compares | Rules |
|---|---|
| PO and invoice | R1 R2 R3 R5 R11 R12 |
| Receipt and invoice | R2 |
| Invoice and vendor master | R6 |
| Invoice and earlier invoices | R4 |
| RFQ and BOM | R7 R8 R9 |
| RFQ revision and PO | R10 |
How it works
Watch it catch one.
One invoice against PO-100300, from keying it in to fixing it. The records are samples; the checks, the figures and the wording are the engine's own.
- 01
Enter the invoice
AP keys a supplier invoice against PO-100300 the way they always do. Line 1: twelve 2U servers at 21,168.00 each.
- 02
Save is held, not refused
Before anything posts, CYOP checks the draft against every active rule. Three exceptions, 287,574.84 USD exposure, and a letter on each field they touch.
- 03
Open the audit ledger
Mark B: the invoice bills 12% above the PO price, 21,168.00 against 18,900.00. The ledger says why it is 92% sure, what to do and what probably caused it.
- 04
Go to the field
One click from the ledger to the unit price on line 1. The PO price is written under the cell, so nobody has to open the order.
- 05
Fix it, and the mark clears
Retype 18900. The draft is checked again as soon as typing pauses: mark B is gone, two exceptions left, exposure down to 232,874.41.
Three-way match
Closed, received in full, and 722,487.72 wrong.
In the ERP, PO-100096 looks finished. Nobody lines the order, the receipt and the invoice up line by line, so nobody sees 258 racks billed that were never ordered. Scroll to line them up.
PO-100096
PO-100096 · line 1
INV-65872-96
R2 · Critical · 96% confidence
INV-65872-96 bills 258 more racks than PO-100096 ordered or received
722,487.72USD at risk
Evidence
Every finding shows its work.
Confidence is worked out from the records, not guessed, and written in plain English on every finding. This is mark B from the walkthrough, word for word.
Anatomy of a findingR1 · High · Lines
INV-78122-300 bills 12% above PO price on PO-100300
27,216.00USD exposure
- Why 92%
- Exact PO reference found (PO-100300). Largest line variance 12.0% exceeds 2% tolerance. Vendor and line numbers match, so this is a price issue, not a mis-link.
- Suggested fix
- Reject INV-78122-300 or issue a PO change order on PO-100300 if the price increase was approved. Reference the PO line(s) flagged.
- Likely root cause
- Vendor price list changed after PO issue, or PO was cut from a stale quote. Check whether procurement re-quoted before cutting the PO.
Rules
Twelve rules. Each one says why.
Eleven run on an order export out of the box. R12 switches on when you map an invoice currency. Nothing is fixed for you: every finding is advice.
Every rule in detail| Rule | Checks | Catches |
|---|---|---|
| R1 | PO / Invoice | Invoice unit price above the PO price, beyond a 2% tolerance |
| R2 | PO / Invoice | Quantity billed beyond what was ordered or received (three-way match) |
| R3 | PO / Invoice | Missing or unknown PO reference, with the likely PO suggested by supplier and amount |
| R4 | PO / Invoice | Same invoice number, or same supplier, PO and amount within 30 days |
| R5 | PO / Invoice | Invoice payment terms differ from the PO |
| R6 | PO / Invoice | Supplier name on the invoice differs from the vendor master on the PO |
| R7 | RFQ / BOM | An item on the latest BOM that the RFQ never asked suppliers to quote |
| R8 | RFQ / BOM | Same item, different quantity between the latest RFQ and the BOM |
| R9 | RFQ / BOM | An item quoted to one specification that the BOM now gives another |
| R10 | RFQ / BOM | PO issued against an RFQ revision that has since been superseded |
| R11 | Workflow | PO created after the invoice it pays |
| R12 | PO / Invoice | Invoice currency differs from the PO currency, once an invoice currency field is mapped |
Your data
Bring an export. See your own exceptions.
- 01
Upload an export
A CSV or Excel file straight out of the ERP. No connector, no project.
- 02
Map the columns
Most map themselves. Add the fields CYOP has no slot for, such as invoice currency, which switches on R12.
- 03
Load and run
Every active rule runs on your records. A rule whose fields are missing switches off and says why.
Column names CYOP maps on its own
Principles
Built to be trusted by the people it checks.
- Advises. Never auto-fixes.
- Every finding is a suggestion with its evidence. People decide; CYOP changes nothing.
- Read-only.
- Data flows one way, into CYOP. A check before posting runs in a transaction and rolls back.
- Shows its working.
- Confidence is deterministic and explained in plain English. No black box.
- Says when it can't check.
- A rule without the fields it needs switches off and tells you, instead of flagging everything.
See what's sitting in your P2P data.
A 30-minute walkthrough on a sample of your own export. No ERP changes, no procurement cycle.
Read-only. CYOP never writes to your ERP.