Reduce manual invoice entry with AI-assisted data extraction.
COPS 360 Purchase Management
AI-Powered Purchase Management System
Simplify Purchasing. Automate Vendor Invoices. Control Every Expense.
Manage your entire purchasing process from a single platform with our AI-Powered Purchase Management System. Upload vendor invoices, automatically extract invoice details using AI, track purchase orders, manage suppliers, verify bills, monitor payments, and gain complete visibility into your company's purchasing activities.
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No earlier invoice with this number
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AI invoice upload
SGS_Invoice_0457.pdf
Extracted by AI
Reading…- Vendor
- Shree Ganesh Steel Suppliers
- Invoice no.
- SGS/2026-27/0457
- Invoice date
- 06 Oct 2026
- GSTIN
- 27AAKCS4821M1Z5
- Taxable
- ₹1,39,200
- GST
- ₹25,056 CGST + SGST
- Total
- ₹1,64,256
- Terms
- Net 30 · due 05 Nov
Designed to reduce manual data entry, improve accuracy, and streamline coordination between purchase, finance, accounts, and management teams.
- Purchase
- Finance
- Accounts
- Management
One platform
Your Entire Purchasing Process, from a Single Platform
Track purchase orders, manage suppliers, verify bills, monitor payments, and gain complete visibility into your company's purchasing activities.
12 capabilities
Key Features
01AI-Powered Vendor Invoice Upload
02Vendor Management
03Purchase Order Management
04AI-Based Invoice Verification
05Goods Receipt and Purchase Tracking
06Purchase Approval Workflow
07GST and Tax Management
08Vendor Payments and Outstanding Management
09Purchase Expense and Budget Control
10Product and Inventory Integration
11AI Purchase Assistant
12Reports and Management Dashboard
01 Invoice Upload
AI-Powered Vendor Invoice Upload
Upload vendor invoices in PDF, image, or other supported formats. AI automatically reads and extracts important information, including vendor name, invoice number, invoice date, GSTIN, taxable amount, GST details, total invoice value, and payment terms.
Key Features
- Automatic invoice data extraction
- AI-based invoice field recognition
- Support for multiple invoice formats
- Reduced manual data entry
- Review and correction before final submission
- Duplicate invoice detection
- Invoice history and document storage
Pick an uploaded file, correct a field and submit it.
Vendor invoices · Upload
Review extracted details
Drop invoices here
PDF, JPG, PNG and other supported formats
Possible duplicate. Invoice OSE/1189 from Om Sai Electricals was already uploaded on 28 Sep 2026 for ₹28,320. Submission is blocked until someone reviews it.
Original file stored in invoice history with the vendor record.
02 Vendors
Vendor Management
Maintain a centralized database of all vendors and suppliers.
Key Features
- Vendor profiles and contact information
- GSTIN and tax details
- Vendor bank and payment information
- Purchase history by vendor
- Outstanding balances and payment status
- Vendor-specific pricing and terms
- Vendor document management
Vendors
5 active suppliers
03 Purchase Orders
Purchase Order Management
Create, approve, and track purchase orders through a structured workflow.
Key Features
- Generate purchase orders
- Add products, services, quantities, and rates
- Configure approval levels
- Track pending, approved, and completed orders
- Compare purchase orders with vendor invoices
- Monitor partial deliveries and outstanding quantities
- Maintain complete purchase order history
Purchase orders
October 2026
| PO | Vendor | Status | Value |
|---|
PO-2026-0312 · Shree Ganesh Steel Suppliers
Partially delivered| Item | Ordered | Rate | Received | Outstanding |
|---|---|---|---|---|
| MS Angle 50×50×6 | 1,500 kg | ₹68.00 | 1,200 kg | 300 kg |
| MS Plate 6 mm | 800 kg | ₹70.00 | 800 kg | 0 |
Approval levels
- L1 · Rahul Deshmukh, Purchase24 Sep
- L2 · Anita Kulkarni, Finance25 Sep
PO vs vendor invoice
04 Verification
AI-Based Invoice Verification
Use AI-assisted checks to identify discrepancies before processing vendor bills.
Key Features
- Match invoices with purchase orders
- Compare invoiced quantities and prices
- Identify duplicate invoice numbers
- Flag differences in tax calculations or totals
- Highlight missing information
- Detect unusual price variations
- Route exceptions to the appropriate employee for review
AI-generated findings should be reviewed by an authorized user before an invoice is approved.
AI verification · SGS/2026-27/0457
Invoice vs PO vs goods receipt
Checks run
9
automatic
Passed
7
no action
Flagged
2
₹3,540 at stake
| Check | PO | Receipt | Invoice | Result |
|---|---|---|---|---|
| MS Angle quantity | 1,500 kg | 1,200 kg | 1,200 kg | Match |
| MS Angle rate | ₹68.00 | – | ₹68.00 | Match |
| MS Plate quantity | 800 kg | 780 kg | 800 kg | 20 kg rejected |
| MS Plate rate | ₹70.00 | – | ₹72.00 | +2.9% price |
| GST calculation | 18% | – | ₹25,056 | Correct |
| Duplicate invoice no. | – | – | 0457 | None found |
| Required fields | – | – | 8 of 8 | Complete |
Exceptions routed to Rahul Deshmukh, Purchase Manager
AI findingIf the PO rate and accepted quantity apply, the payable amount is ₹1,60,716 instead of ₹1,64,256 (difference ₹3,540 incl. GST).
05 Goods Receipt
Goods Receipt and Purchase Tracking
Track the receipt of purchased goods and services.
Key Features
- Record received quantities
- Track partial and pending deliveries
- Compare ordered, received, and invoiced quantities
- Record damaged or rejected items
- Maintain goods receipt notes
- Track purchase status from order to delivery
Goods receipt note
GRN-2026-0288 · PO-2026-0312
| Item | Ordered | Received | Rejected | Invoiced |
|---|---|---|---|---|
| MS Angle 50×50×6 | 1,500 | 1,200 | 0 | 1,200 |
| MS Plate 6 mm | 800 | 800 | 20 | 800 |
Quantities in kg
20 kg MS Plate rejected
Edge damage on 2 sheets. Photo attached, recorded by Pooja Nair (Stores) on 08 Oct.
300 kg pending · expected 20 Oct
Order to delivery
- PO approved
25 Sep · L2 Finance
- Dispatched by vendor
05 Oct · LR 77812
- Invoice received
06 Oct · SGS/2026-27/0457
- Goods received, partial
08 Oct · GRN-2026-0288
- Fully delivered
300 kg MS Angle pending
06 Approvals
Purchase Approval Workflow
Establish a clear approval process for purchase requests, purchase orders, and vendor invoices.
Key Features
- Multi-level approvals
- Department-wise approval rules
- Approval limits based on purchase value
- Notifications for pending approvals
- Rejection reasons and resubmission
- Complete approval history and audit trail
Change the department and purchase value to see who approves.
Approval rules
Who approves this purchase?
₹10K₹25K₹1L₹3L₹5L
PR-2026-0144 · Spindle bearings, ₹1,12,000
With Finance- Raised by Kiran More, Maintenance · 06 Oct
- Approved by Ganesh Shinde, Maintenance Head · 06 Oct
- Rejected by Rahul Deshmukh · 07 Oct
“Attach two more vendor quotations.”
- Resubmitted with 3 quotations · 08 Oct
- Approved by Rahul Deshmukh · 09 Oct
- Pending with Anita Kulkarni · reminder sent today
07 GST & Tax
GST and Tax Management
Organize purchase tax information for accounting and compliance workflows.
Key Features
- Capture CGST, SGST, and IGST details
- Record taxable and non-taxable amounts
- Validate GSTIN format
- Flag possible tax calculation discrepancies
- Maintain invoice-wise tax records
- Support export of purchase data for accounting and GST reconciliation
Actual GST compliance and return preparation depend on the configured system, current regulations, and supported integrations.
Purchase tax register
Invoice-wise GST · October 2026
Valid format
State code, PAN, entity number, “Z” and check character
Export for accounting
08 Payments
Vendor Payments and Outstanding Management
Track vendor liabilities and payment progress from one place.
Key Features
- Record invoice due dates
- Monitor paid, unpaid, and partially paid invoices
- View vendor-wise outstanding balances
- Track advance payments and payment adjustments
- Send payment reminders
- Record payment references
- Generate vendor account statements
Payment execution should require the appropriate authorization and supported banking or accounting integration.
Vendor payables
As of Tue 13 Oct 2026
Outstanding
₹3,73,710
5 open invoices
Overdue
₹1,10,864
2 invoices
Due in 7 days
₹41,360
Bharat Lubricants · 20 Oct
| Vendor · invoice | Due | Amount | Paid | Balance | Status |
|---|---|---|---|---|---|
| Shree Ganesh Steel SGS/2026-27/0398 | 30 Sep | ₹1,32,544 | ₹50,000 | ₹82,544 | Overdue 13d |
| Om Sai Electricals OSE/1189 | 11 Oct | ₹28,320 | – | ₹28,320 | Overdue 2d |
| Bharat Lubricants BL/2026/774 · advance adjusted | 20 Oct | ₹61,360 | ₹20,000 | ₹41,360 | Partially paid |
| Shree Ganesh Steel SGS/2026-27/0457 | 05 Nov | ₹1,64,256 | – | ₹1,64,256 | Unpaid |
| Kaveri Packaging KP/26-27/2231 | 16 Nov | ₹57,230 | – | ₹57,230 | Unpaid |
| Nexa Office Solutions NX/0912 · UTR 2026100145 | 01 Oct | ₹18,880 | ₹18,880 | ₹0 | Paid |
09 Budget Control
Purchase Expense and Budget Control
Monitor purchasing expenditure and help departments stay within approved budgets.
Key Features
- Department-wise purchase expenses
- Vendor-wise spending reports
- Category-wise expenditure tracking
- Budget versus actual purchase comparison
- Purchase price comparison
- Monthly and yearly purchase summaries
- Alerts for budget limits and unusual spending
Budget vs actual
October 2026 · to date
Spent ₹18,61,700 of ₹23,00,000
ActualBudget limitAbove 90%
Category-wise spend
- Raw material 52%
- Packaging 16%
- Consumables 12%
- Electrical 10%
- Office & IT 10%
Maintenance at 97% of its October budget. New requests need Finance approval.
Unusual spending: hydraulic oil purchases are 2.4× the six-month average.
10 Inventory
Product and Inventory Integration
Connect purchasing activities with inventory management, where supported.
Key Features
- Maintain product and service catalogs
- Track stock received through purchases
- Update inventory after verified goods receipt
- Set minimum stock levels
- Identify items requiring replenishment
- Track purchase costs and supplier rates
Verify the goods receipt to update stock.
Stock & replenishment
Main store · Pune plant
GRN-2026-0288 · 1,200 kg MS Angle and 780 kg MS Plate accepted
3 items need replenishment
11 AI Assistant
AI Purchase Assistant
Use natural-language questions to retrieve purchasing information from authorized system data.
Examples
- “Show all vendor invoices pending approval.”
- “Which vendor payments are overdue?”
- “Find duplicate invoices uploaded this month.”
- “Compare the prices of this product across vendors.”
- “Show purchase expenses for this month.”
- “Which purchase orders have not been fully delivered?”
COPS 360 AI · Purchase
Ask about purchases, vendors and invoices
12 Reports
Reports and Management Dashboard
Get a clear overview of purchasing performance and pending actions.
Key Features
- Total purchases by month
- Vendor-wise purchase reports
- Pending purchase orders
- Invoices awaiting approval
- Overdue vendor payments
- Goods pending receipt
- GST and tax summaries
- Purchase price comparison reports
- Downloadable reports in supported formats
Purchase dashboard
FY 2026-27 · as of 13 Oct
Purchases · Oct
₹18.62L
to date
Pending POs
3
awaiting approval
Invoices to approve
3
₹2,82,846
Overdue payments
₹1.11L
2 invoices
Goods pending
3
POs not fully received
Input GST · Oct
₹2.84L
CGST, SGST, IGST
GST summary · October
CGST₹1,08,420
SGST₹1,08,420
IGST₹67,140
Total input GST₹2,83,980
Needs action
- SGS/2026-27/04572 flags
- Shree Ganesh · ₹82,544Overdue
- PO-2026-0335 · 40 LED panelsDue 15 Oct
Why COPS 360
Benefits of the Purchase Management System
Improve visibility into purchases, invoices, and payments.
Reduce duplicate entries and invoice-processing errors.
Strengthen purchase approval and expense controls.
Improve vendor coordination and payment planning.
Maintain organized purchase documentation.
Make better purchasing decisions using centralized reports.
One Platform for Smarter Purchasing, Faster Invoice Processing, and Better Financial Control.
Simplify Purchasing. Automate Vendor Invoices. Control Every Expense.
3 vendor invoices are pending approval, worth ₹2,82,846.
| Invoice | With | Amount |
|---|---|---|
| SGS/2026-27/0457 2 flags | Rahul D. | ₹1,64,256 |
| BL/2026/774 Tax flag | Sameer J. | ₹61,360 |
| KP/26-27/2231 | Anita K. | ₹57,230 |
SourcesVendor invoicesApprovalsAuthorized data only
2 vendor payments are overdue, ₹1,10,864 in total.
- Shree Ganesh Steel · SGS/2026-27/0398 · due 30 Sep₹82,544
- Om Sai Electricals · OSE/1189 · due 11 Oct₹28,320
₹50,000 was already paid against SGS/0398 on 03 Oct.
SourcesPayablesPaymentsAuthorized data only
1 possible duplicate was uploaded in October.
OSE_1189_scan.png
Uploaded 09 Oct by Sameer J.
OSE_1189.pdf
Uploaded 28 Sep · already in payables
Same vendor (Om Sai Electricals), invoice number OSE/1189 and amount ₹28,320. The new upload is on hold for review.
SourcesInvoice uploadsAuthorized data only
Prices for MS Plate 6 mm across 3 vendors. Lowest is Mahalaxmi Metals at ₹69.50/kg.
| Vendor | Source | Rate/kg |
|---|---|---|
| Mahalaxmi Metals | Quote · 08 Oct | ₹69.50 |
| Shree Ganesh Steel | PO-0312 · 24 Sep | ₹70.00 |
| Vardhman Steel | Invoice · Jul | ₹71.00 |
| Shree Ganesh Steel | Invoice · 06 Oct | ₹72.00 |
SourcesPurchase ordersVendor invoicesQuotations
Purchase expenses for October so far: ₹18,61,700, 81% of the monthly budget.
- Production₹9,84,000
- Packaging₹3,05,600
- Maintenance 97% of budget₹2,91,500
- IT₹2,12,400
- Admin₹68,200
SourcesPurchasesBudgetsAuthorized data only
3 purchase orders have not been fully delivered.
| PO · vendor | Pending | Expected |
|---|---|---|
| PO-2026-0312 · Shree Ganesh | 300 kg MS Angle | 20 Oct |
| PO-2026-0327 · Kaveri Packaging | 500 boxes | 16 Oct |
| PO-2026-0335 · Om Sai Electricals | 40 LED panels | 15 Oct |
SourcesPurchase ordersGoods receiptsAuthorized data only