Fictional example. The supplier, project, documents, identifiers, dates, quantities, and amounts shown on this page were created only to demonstrate how ProcureTrace presents a review result. No real customer, supplier, or procurement file is involved.
The invoice lists two more units than the purchase order.
In this fictional example, Meridian Medical Systems Ltd. lists 14 Mobile Diagnostic Workstations on the invoice. The purchase order lists 12 at the same unit price. The difference is 2 units, or $7,300.
Review outcome
One recorded result, drawn from the two compared records.
Sources: invoice.pdf, page 3 · purchase_order.pdf, page 2
Source records
Both records placed side by side, as they were supplied for the review. Only the quantity disagrees.
| Item | Quantity | Unit price | Line total |
|---|---|---|---|
| Mobile Diagnostic Workstation | 14 | USD 3,650.00 | USD 51,100.00 |
Source: invoice.pdf · Page 3
| Item | Approved quantity | Unit price | Approved total |
|---|---|---|---|
| Mobile Diagnostic Workstation | 12 | USD 3,650.00 | USD 43,800.00 |
Source: purchase_order.pdf · Page 2
Calculation
Both fictional records use USD and state the same unit price.
What the reviewer should check
Three explanations could resolve this difference. Each is a possibility, not a conclusion.
- A later approved change increased the quantity.
- The invoice combines items from another purchase order.
- One of the source records contains an incorrect quantity.
ProcureTrace identifies the disagreement. The reviewer determines whether another authorization or source record resolves it.
What happens next
A reviewer can take one of three actions on this review result.
- Confirm the review result. Accept it as reported.
- Reject the review result with a reason recorded on the record.
- Accept with an approved exception, for example when a superseding change order resolves the difference.
What this review result establishes
What it establishes
The supplied invoice and purchase order state different quantities for the same line item. The calculation above shows the amount associated with that difference.
What it does not establish
- That the supplier acted improperly.
- That no later authorization exists.
- That the invoice should not be paid.
- That a policy, regulation, or grant condition was breached.
Source trail
Each compared value, and where it came from in the supplied documents.
See how ProcureTrace reviews a complete procurement record.
One completed project. Every review result is linked to a specific source document, page, field, value, and calculation.