Use Case · Order & Invoice Processing
Accounts payable needs the correct purchasing reference on the correct document. PROWERB checks the allocation and arranges the agreed correction.
Match the invoice number to the correct order.
Check the client-approved PO number against the case.
Return the corrected document through the agreed channel.
Promotional products are ordered by marketing, a branch office, a trade partner. Payment runs centrally: accounts payable matches every incoming invoice to an order number. If the PO reference is missing on the document — because the order was placed before the PO was issued, or the number is only assigned afterward — the invoice falls out of the workflow.
The document goes into query, the payment term keeps running, and both sides end up with follow-up questions. In decentralized organizations with many ordering units, this doesn't happen once — it happens continuously.
In managed shop operations, the PO correction is linked to the original order and invoice. The team checks buyer, cost centre and authority before the agreed document correction goes to the designated invoice recipient.
Example: accounts payable supplies a PO for an invoice, but it belongs to a different cost centre. The link to the original order must be resolved before correction; the new number alone is insufficient. Agree who on the client side confirms that assignment. After checking, send the corrected document with its documented reference to the original to the designated invoice address. That completes the correction handover; payment is a subsequent step.
The correction request comes in via the shop, the managed mailbox, or directly from accounts payable — with the invoice number and the PO to be added.
Matched against order and purchase data in PROWERB CORE: does the PO belong to this order, this orderer, this cost center?
After the assignment is approved, the correction follows the agreed invoicing process, for example a supplementary or corrected document. Original reference and change remain documented; the precise document form is agreed in advance.
Sent to the customer's invoice-receiving address — on request, in parallel with a notice to the orderer.
The case stays documented in the system and shows up in reporting — not in the email archive of individual mailboxes.
At a mid-market industrial manufacturer whose promotional-products shop PROWERB runs in full operation, adding PO numbers is one of the most common document corrections — standardized as a form-based process, not tolerated as an exception.
For Renault, PROWERB handles invoice corrections and credit notes in ongoing shop operations; for Oatly, the invoice and credit-note processing behind the promotional-products shop. The pattern is the same everywhere: the clearer the correction path, the faster the invoice moves through the customer's accounts-payable workflow.
Via the shop, the managed mailbox, or directly from your accounts payable — with the invoice number and the PO to be added. That's all it takes to trigger the case; the correction path is built the same way for every shop mandate.
After the assignment is approved, the correction follows the agreed invoicing process, for example a supplementary or corrected document. Original reference and change remain documented; the precise document form is agreed in advance.
No. The corrected invoice goes directly to your company's invoice-receiving address — on request, in parallel with a notice to the orderer. The process runs under your brand, with nothing left for the department to coordinate.
A standard process. PROWERB operates more than 50 active client online shops, and order, invoice and credit-note processing are part of that operation — for Renault, for instance, invoice corrections and credit notes in ongoing shop operations; for Oatly, the invoice and credit-note processing behind the promotional-products shop.
Every case stays documented in the system and shows up in reporting — not in the email archive of individual mailboxes. For questions, you have a dedicated contact instead of a call center.
In the briefing, we'll show you what order and invoice processing looks like in ongoing shop operations — including the standard processes that are exceptions elsewhere. One concrete starting point is enough; we'll structure the rest.
