In this scenario, we compare two Vendor Purchase Orders (POs) to identify specific variations in attributes, such as SKUs with identical quantities but differing unit prices. This comparison helps pinpoint discrepancies quickly, aiding in vendor evaluation and negotiation.
Why This Tab Matters
Identifies Pricing Variations: Easily spot differences in unit pricing for the same SKUs across vendor POs.
Evaluates Vendor Proposals: Enables side-by-side analysis to determine which vendor offers the best value.
Facilitates Negotiations: Use the identified discrepancies to negotiate better terms with vendors.
Step 1: Navigate to the Document Repository
Access the Internal Docs Module: Click on the Internal Docs icon from the left-hand navigation bar.
Locate Vendor POs: Use the search bar or scroll through the list to find the two Vendor Purchase Orders you want to compare.
Step 2: Select Documents for Comparison
Select Documents: Click the checkboxes next to the two Vendor POs.
Initiate Comparison: Click the COMPARE button located in the toolbar at the top of the repository.
Step 3: Confirm Common Fields
Review Available Fields: A side panel will display the columns shared between the documents, such as Document Name, SKU, Quantity, Unit Price, Total Price etc.
Select Columns: Either manually select specific fields or click Select All to include all available fields for comparison.
All available fields will be selected.
Start Comparison: Click the Compare button at the bottom of the panel to proceed.
Step 4: Review the Comparison Results
After initiating the comparison, review the results across three tabs: Summary, Comparison, and Detailed Comparison.
Exploring the Summary Tab: The Summary Tab provides an at-a-glance overview of key insights from the comparison. It highlights patterns to help users quickly identify potential discrepancies, pricing strategies, or customized agreements.
While some SKUs show stable unit prices, the variations in quantities and totals underscore the nuances in customer demands or contractual terms. This view empowers users to pinpoint actionable insights without diving into granular details immediately.
Explore the Comparison Tab: In the Comparison tab, variations in attributes are highlighted, making discrepancies clear.
Here's what the analysis reveals:
SKU-200104 (Nebula Support Package)
Quantity: Present only in Doc1 (8 units).
Unit Price: $9.00 in Doc1, absent in Doc2.
Total Price: $72.00 in Doc1, absent in Doc2.
SKU-200103 (Astra Cloud Storage)
Quantity: Present only in Doc1 (9 units).
Unit Price: $935.03 in Doc1, absent in Doc2.
Total Price: $8,415.27 in Doc1, absent in Doc2.
SKU-200102 (Helix Secure Firewall)
Quantity: Matches across both documents (10 units each).
Unit Price: $50.00 in Doc1 vs. $60.00 in Doc2.
Total Price: $500.00 in Doc1 vs. $600.00 in Doc2.
SKU-200101 (Orion Network Router)
Quantity: Matches across both documents (7 units each).
Unit Price: $1,200.00 in Doc1 vs. $1,300.00 in Doc2.
Total Price: $8,400.00 in Doc1 vs. $9,100.00 in Doc2.
3. Dive Into the Detailed Comparison Tab: For a granular breakdown, switch to the Detailed Comparison tab.
This view shows every field side-by-side across the two documents, allowing for deeper verification of mismatches.
For example:
SKU-200102’s Unit Price is clearly flagged as differing between the two documents.
SKU-200103 is entirely missing from Doc2, flagged for further investigation.