Answers to the usual questions
When the invoice does not match
Using the receiving record to answer an invoice that charges for more than arrived.
This is the moment the whole thing pays for itself. An invoice charges for fifty. You are fairly sure only forty-five arrived, but the delivery was three weeks ago and nobody can remember.
- 1Open the receiving log and search the PO number from the invoice.
- 2Open the delivery. You get what arrived, who signed for it, the date and time, and any photographs taken at the bay.
- 3Send that back to the supplier. It is a record made at the time, not a recollection.
- 4When they credit you, note it on the line as credited with the credit note number.
Put another way
A dashcam. Nobody argues about who was in the wrong lane once there is footage from the moment it happened.
Why the time matters
A record made while the driver was still there is far harder to dispute than one written up afterwards. That is the real reason to confirm at the bay rather than at the end of the shift.
If you do this every month
On the Pro plan you can filter the log to one supplier and a date range and export it, which gives accounts a spreadsheet to check a statement against in one go.
Did this page miss something?
If you came here with a question and left without the answer, that is a fault in the page rather than in the question. Tell us what you were trying to do and we will write it up, usually the same week.