Spot inactive purchase orders

# Inactive purchase orders audit

## Purpose

Spot open purchase orders that are no longer alive: no invoice received, period ended, expected invoice late. These purchase orders inflate commitments and await a decision: chase the supplier, cancel or close.

This skill only reads. Cancelling or closing a purchase order cannot be undone and belongs to the dedicated skill ("Manage purchase orders" permission, in Beta).

## Step 1 — List open purchase orders

```json
{ "tool": "get_purchase_orders", "params": { "status": ["open"], "pageSize": 100 } }
```

Fields to read on each purchase order:

| Field | What it is |
|-------|------------|
| `purchaseOrderNumber`, `description` | To identify it |
| `amount` | **Current** committed amount (see limit) |
| `billedAmount` | Invoiced to date |
| `startDate`, `endDate` | Validity period |
| `invoices` | Attached invoices (empty when there are none) |
| `billingStatus` | Billing progress |

There is no `budgetAmount`, `invoicedAmount` or `expectedDeliveryDate` field. Page with `page` while `hasNextPage` is `true`.

## Step 2 — Sort

No need to look up the supplier's invoices: the link is on the purchase order.

| Category | Criterion |
|----------|-----------|
| 🔴 Expired, never invoiced | `endDate` passed and `invoices` empty |
| 🟠 Invoice late | `billingStatus` is `lateInvoice` |
| 🟡 Expired, part-invoiced | `endDate` passed, `billedAmount` lower than `amount` |
| ⚪ Running, not yet invoiced | `endDate` ahead and `invoices` empty: normal, to follow |

A purchase order stays `open` after its end date: nothing closes it automatically.

## Step 3 — Put figures on it

- Remaining commitment on a purchase order = `amount` − `billedAmount`.
- Total per category. Amounts are in each purchase order's own currency: total per currency.

## Step 4 — Resolve suppliers

```json
{ "tool": "get_supplier_by_id", "params": { "id": "<supplierId>" } }
```

The supplier record holds no email: chasing goes through your own contacts.

## Report

```
Open purchase orders — <today's date>: N, for X EUR committed

🔴 Expired, never invoiced: N — X EUR
🟠 Invoice late: N — X EUR
🟡 Expired, part-invoiced: N — X EUR left
⚪ Running, not yet invoiced: N — X EUR

| No. | Supplier | Purpose | Committed | Invoiced | Period end | Suggested action |
```

Suggested actions: chase the supplier (invoice late), cancel (expired, never invoiced, no associated expense), close (invoiced and fully paid).

## Limits to state

- `amount` is not the originally approved amount: Spendesk can realign it to the invoiced amount. A "remaining" of zero does not prove the initial budget was respected.
- A purchase order can only be cancelled while open with no invoice and no associated expense, and closed only when all its invoices are paid.
- An invoice from the same supplier not attached to the purchase order does not show here: see the invoice and purchase order matching skill.

## Observed result (demo account, 5 October 2026)

13 open purchase orders for EUR 96,338.00 committed, none invoiced. Only one was expired and flagged as late on invoicing: period ended 31 December 2025, EUR 558.00. Another fell due that very day. The remaining eleven were running.

## Example prompts
- "Which purchase orders are open but never invoiced?"
- "Are there expired purchase orders I should close or cancel?"
- "How much commitment is left on our open purchase orders?"