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When the supplier's paper and your receipt disagree

When the supplier's paper and your receipt disagree

Match a supplier's invoice to your delivery orders and goods receipts · presentation 3 of 4 · for the whole-system operator — you run the books Read the transcript · Back to the series

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Match a supplier's invoice to your delivery orders and goods receipts · presentation 3 of 4

When the supplier's paper and your receipt disagree

You can send a quantity difference back as a query, get a price rise agreed before it posts, choose between a debit note…

Before FINAL

Step 1 — Send a quantity difference back as a question

A short delivery will go to the person who can explain it.

What you do
  1. Leave the invoice as a draft, send the supplier your receipt number…

Step 2 — Get a price rise agreed before it posts

A price difference will be settled on paper first.

RM 132

RM 132 billed against RM 128 ordered may be perfectly legitimate

After FINAL

Step 3 — Read the note names the way the ledger does

You will not key a correction backwards.

What this step names
  1. If an invoice was finalised too high
  2. The document that lowers what you owe is a Purchase Debit Note…
  3. Credits purchases
  4. Reverses the input tax when the note carries tax
  5. It can be pulled from the original invoice

Step 4 — Send goods back on a return, not a note

Returned stock will leave your books on the day it leaves your shelf.

What this step names
  1. Finalise it when the goods go…
  2. Lowers the supplier's balance
  3. Leaves a credit you clear against their invoices or against a refund

Step 5 — Read Doc Link before you void anything

A void will undo exactly what you meant it to.

Where this step sits
    flowchart TD
  s1["1. Send a quantity difference back as…"]
  s2["2. Get a price rise agreed before…"]
  s3["3. Read the note names the way…"]
  s4["4. Send goods back on a return…"]
  s5["5. Read Doc Link before you void…"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s5 here;

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Pull the receipt onto the invoice, then check it against the paper — transcriptWhen the supplier's paper and your receipt disagree — transcript