Purchase Order Change Control Preflight

Compare one approved purchase order with one proposed revision before it enters an approval workflow. The Actor creates a deterministic change register, normalizes per-piece/per-100/per-1000 prices, quantifies total impact, and flags changes that exceed your supplied policy.

What it checks

• exact PO, supplier, currency and line identity;
• normalized line price, quantity, freight and complete PO total deltas;
• price and total increase thresholds, including exact-boundary behavior;
• new and deleted lines, SKU or unit changes, payment terms and delivery delays;
• a proposed quantity below already received or invoiced quantity;
• completeness of the two versions being compared.

The Actor never submits, approves, changes or pays a purchase order. changeApproved is always false. A PASS_WITHIN_SUPPLIED_POLICY status means only that no exception was found under the supplied data and thresholds.

Input

Paste a caseJson string. It must contain:

• approvedOrder: the complete approved version, including receivedQuantity and invoicedQuantity on every line;
• proposedOrder: the complete proposed revision;
• policy: allowed total/price increases, delivery delay and new/deleted-line settings;
• coverageConfirmed: set to true only after confirming both versions and fulfillment quantities cover the same PO.

Each order has poId, supplierId, uppercase three-letter currency, paymentTerms, freightAmount, and 1–500 lines. Each line has lineId, sku, unit, quantity, unitPrice, priceBasisQuantity, and an optional ISO requestedDeliveryDate.

All quantities, prices and thresholds are plain decimal strings. Exact identifiers are case- and whitespace-sensitive; leading zeros remain significant. The Actor does not perform fuzzy matching, foreign-exchange conversion, tax calculation or unit conversion. Supply net prices and explicitly represented freight only.

Output statuses

• PASS_WITHIN_SUPPLIED_POLICY: no supplied policy or fulfillment conflict was found.
• REVIEW_REQUIRED: one or more changes require review or block safe comparison.
• INCOMPLETE_REVIEW: input coverage was not confirmed.

One report is written to the default Dataset and to the REPORT key-value record. Malformed input fails before a report is created or charged.

Pricing

$0.05 per completed report ($50 per 1,000 reports). A report with findings or incomplete coverage is still a completed, billable report. Invalid JSON or invalid fields are not billed. Use an Apify maximum-charge limit to cap a run.

Data and safety

The Actor makes no network requests and uses no external AI, OCR, ERP or paid API. Processing occurs inside your Apify run. Results remain in your Apify storage subject to your retention settings. Do not include bank details, personal data, confidential attachments or unrelated columns.

Why this is separate from invoice matching

This Actor reviews the controlled change from an approved PO version to a proposed PO version. It does not match invoices to receipts, interpret supplier acknowledgments, or decide whether a payment should be released.

Reference basis

• Microsoft documents that approved purchase orders can require a request-change and reapproval workflow, with confirmed-version journals preserving history: https://learn.microsoft.com/en-us/dynamics365/supply-chain/procurement/purchase-order-approval-confirmation
• Oracle documents that the currently approved purchasing document remains the source of truth until a change order is approved and validated: https://docs.oracle.com/en/cloud/saas/procurement/25c/oaprc/change-orders.html
• The UK Government Commercial Functional Standard calls for an audit trail, quantified cost, approvals and retained evidence for contractual changes: https://www.gov.uk/government/publications/government-functional-standard-govs-008-commercial-and-commercial-continuous-improvement-assessment-framework/government-functional-standard-govs-008-commercial-html