- 01
Capture the supplier document reference, line, date, quantity and job reference exactly as recorded. Keep a link to the source.
- 02
Compare that line with receiving, issue, transfer, return and existing billing records. Check whether two entries describe the same movement.
- 03
Ask the person who handled the item to clarify any missing job link. Record the answer and who provided it.
- 04
Classify the finding: wrong job, returned item, warranty treatment, already billed, duplicate entry or unresolved. Use only classifications supported by evidence.
- 05
Present the proposed correction to the authorized reviewer. Preserve the original entry and the approved change trail.
Keep the boundary clear.
A matching description alone does not prove identity or permission to bill. Fictional example: PART-A appears twice in an issue record but once on a draft invoice. A return could explain the difference; no financial conclusion has been made.