PO Splitting Detection Tool

Purpose

This tool scans a Purchase Order dump and flags cases where a single requirement may have been broken into multiple smaller POs to the same supplier — possibly to keep individual PO values under an approval authority limit.

Key Features

• Dynamic Column Mapping (works with any company's column names)
• Configurable Rolling Window (± Days)
• Manual or Uploaded Approval Matrix
• Supplier-wise Clustering of Overlapping POs
• Automatic Case Merging (no duplicate or overlapping cases)
• Aggregate vs Individual Approval Comparison
• Approval Escalation Detection
• Risk Level Scoring (High / Medium / Low)
• Case-wise PO Drilldown
• Excel Export

How To Use

1. Upload PO Dump (.xlsx, .xlsm, .xls or .csv)
2. Select the Source Sheet containing PO data
3. Map your columns to the required fields:
   • PO Number (mandatory)
   • PO Date (mandatory)
   • Supplier Name (mandatory)
   • PO Value (mandatory)
   • Supplier Code, Department, Cost Center, Requisition Number, Item Code (optional)
4. Set the Rolling Window in days (e.g. 3 days = PO Date − 3 to PO Date + 3)
5. Enter or Upload the Approval Matrix:
   • From Amount
   • To Amount
   • Approval Level
6. Click Generate PO Splitting Cases
7. Review the case table — click any Case ID to view the individual POs inside that case
8. Download the results as an Excel workbook

Example

With a ±3 day window, all five POs fall within overlapping windows of each other and are merged into a single case, PS-001, instead of five separate exceptions. The aggregate value (₹2,86,350) is then checked against the approval matrix to see if it required a higher approval level than the largest individual PO did on its own.

Understanding Risk Levels

LOW   The aggregate value falls in the same approval band as the highest single PO — no real escalation.

MEDIUM   The aggregate value crosses into a higher approval band, but only marginally (under 25% over the lower band's ceiling).

HIGH   The aggregate value crosses well into a higher approval band (25%+ over), indicating a likely deliberate split.

Frequently Asked Questions

What counts as a "case"?

A group of two or more POs to the same supplier whose dates fall within overlapping rolling windows of each other. Single, isolated POs are never flagged.

How does the rolling window work?

For every PO, the tool checks PO Date − N days to PO Date + N days for other POs from the same supplier. If windows overlap (even in a chain), all those POs are merged into one case.

What is Approval Escalation?

It occurs when the aggregate value of a case requires a higher approval authority than the highest individual PO in that case would have required on its own.

Can I use my own approval matrix?

Yes. You can type it in manually or upload an Excel file with From Amount, To Amount and Approval Level columns.

Is my PO data uploaded anywhere?

No. All processing happens entirely in your browser — no data is sent to any server.