Start with evidence
Link the supplier invoice, purchase order, receiving record, parts issue or return record, and relevant repair order. Preserve quantities, dates and document references so the reviewer can follow the item's recorded movement.
Resolve the job link
A staff member checks whether the item was issued to this job, returned, handled under warranty, transferred or already billed elsewhere. An uncertain match stays unresolved. Matching descriptions alone are not proof of part identity or permission to bill.
Build a small review queue
Use an agreed existing tool to show the evidence, the question, the proposed next step and the decision status. A useful queue makes the next check clear without pretending that every unmatched line is a missing sale.
Name the decision-maker
The shop assigns parts verification and billing approval to specific people. Authorized staff make any changes and record why. FaultZero helps define and test that handoff; it does not post financial entries autonomously.