Preparer-Reviewer Handover in PO Change and Delivery Matching

Review Question and Source Records Required

The key review question is whether the revised purchase orders, delivery notes, and supplier invoices for a given order consistently match in quantity and approved pricing. To address this, the preparer and reviewer must examine three critical source records:

Revised Purchase Orders: These documents provide the authorized quantity and price changes, serving as the baseline for comparison.
Delivery Notes: These confirm what quantities were physically received, helping verify shipment accuracy.
Supplier Invoices: These reflect the billed quantities and pricing, indicating what the supplier seeks payment for.

Review efforts focus on identifying discrepancies such as quantity variances, price deviations, or missing approvals by comparing records tied to the same order number. Resolution of exceptions depends on appropriate documentation and timely communication between preparer and reviewer.

Collect, Compare, and Review Workflow

Gather the revised purchase orders, corresponding delivery notes, and supplier invoices for the identical purchase order number.
Compare quantities on all three documents to identify matches or discrepancies between ordered, delivered, and billed amounts.
Verify that prices on the supplier invoice align with the approved prices documented in the revised purchase order.
Note any missing approvals or authorizations on the purchase orders or changes that could affect compliance.
Document discrepancies such as quantity variances or price differences, ensuring all exceptions are clearly recorded by the preparer.
Prepare a detailed report outlining unresolved issues, emphasizing that differences alone do not imply incorrect transactions.
Submit all reviewed documentation and the summary report to the designated reviewer for final confirmation and record-keeping.

Hypothetical Example of Preparer-Reviewer Handover in PO Change and Delivery Matching

Consider a purchase order revision for office supplies where the preparer receives the updated purchase order, a delivery note showing received items, and a supplier invoice referencing the same order. The preparer first confirms that quantities on the delivery note match the revised purchase order, noting a slight shortfall in pens delivered versus ordered. Prices on the invoice are cross-checked against the approved purchase order to confirm authorized rates. Noticing missing approval signatures on the order revision, the preparer documents these discrepancies and flags the partial delivery. Upon handover, the reviewer verifies these notes, confirms the recorded mismatches, and finalizes the matched report, acknowledging the unresolved authorization and quantity differences for further investigation as needed.

Completion Checklist and Review Report for Preparer-Reviewer Handover

Confirm all revised purchase orders, delivery notes, and supplier invoices correspond to the same order number.
Verify quantities and approved prices match across all documents.
Document any discrepancies, missing authorizations, or exceptions found during review.
Clearly distinguish in the report between fully supported matches and unresolved exceptions.
Identify the responsible reviewer completing the review and specify any outstanding review actions needed.
Submit the final matched report for review owner acknowledgment, noting that the report summarizes findings without guaranteeing resolution of all discrepancies.

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Featured Snippet

Check revised purchase orders, delivery notes, and supplier invoices for the same order; verify quantities and approved prices; preparer documents discrepancies and missing authorizations; reviewer confirms accuracy and records final matched report.