Fictional example. The project, supplier, documents, identifiers, quantities and amounts on this page were created only to show how a ProcureTrace review is presented. No real customer, supplier or procurement file is involved.

Example review

See a procurement review in action

One completed order, reviewed from start to finish. Seven documents went in and five checks came back. One was a difference worth a phone call, two reconciled, and two the file could not settle.

Example project: Capital Diagnostics 2026 Order reviewed: PO-4471

The file that was reviewed

The records a buyer would already have at closeout, supplied as they were filed. ProcureTrace reads each one, then reads them against each other.

  1. Purchase order PO-4471 · 12 mobile diagnostic workstations
  2. Approved change CO-2 · raises the order by CAD 2,500
  3. Invoice INV-2231 · Meridian Medical Systems Ltd.
  4. Invoice INV-2245 · balance of the order
  5. Delivery record Signed on receipt at the loading dock
  6. Remittance advice Payment released to the supplier
  7. Contract The agreement the order was placed under

What the review returned

Five checks ran, because five were the ones this file could support. Each names the records it used and the pages it read them from.

  • Invoice vs. purchase order Differences Found The invoice lists two more units than the order. Opened up below.
  • Contract total after amendment Records Match The original value plus the approved change equals the revised total the document states.
  • Total vs. line items Records Match The line amounts printed on the order add up to the total printed on it.
  • Line-item calculation Missing Required Information The invoice line prints an amount and a quantity, but no unit rate to check them against.
  • Payment vs. purchase order Insufficient Evidence The remittance advice states an amount but names no currency, and the review will not assume one.

Two of those five are neither agreement nor a difference. That is the point of showing them: a review that only ever returned "match" or "mismatch" would have to guess its way past the parts of a file that cannot answer.

What a finding looks like

The first result, opened. This is the whole of it: what was compared, what was found, and where each figure was read.

Invoice vs. purchase order Differences Found
Invoice 14 units Meridian Medical Systems Ltd. · invoice.pdf
Purchase order 12 units Approved · purchase_order.pdf
Difference 2 units
Amount associated with the difference CAD 7,300

Sources: invoice.pdf, page 3 · purchase_order.pdf, page 2

What this establishes

  • The two records state different quantities for the same line, at the same unit price.
  • The difference is two units, and the amount attached to those units on the invoice.
  • Each figure can be traced to the document and page it was read from.

What it does not establish

  • Whether the extra units were delivered, agreed verbally, or billed in error.
  • Whether anyone was authorised to accept them.
  • Whether the invoice should be paid. That decision stays with the reviewer.

What the reviewer does next

A result is the start of a decision, not the end of one. Every one of the five is recorded against a named reviewer.

  1. Open the difference. The two source pages sit side by side, so the quantity can be checked against what the documents actually say.
  2. Resolve it. Confirm it, dismiss it, or accept it as an approved exception. The reason stays on the record.
  3. Close the gaps. The two unsettled checks name exactly what they needed: a unit rate, and a currency. Supply either and the check runs again.
  4. Keep the trail. What was compared, what was found, who decided what, and when. All of it available for the audit that comes later.

Run this against your own records.

Bring a completed procurement file. ProcureTrace compares the records in it and returns results you can trace back to the page.

Create an account See what it checks