When the invoice and delivery disagree.
Connect a billed quantity to receiving evidence, account for split deliveries and leave a clear record for supplier follow-up.
An invoice can show the ordered quantity even when the delivery arrived in parts. It can also include an item that was refused, substituted or recorded elsewhere. Before raising a query, establish what happened at the receiving point.
Separate ordered, dispatched, received and accepted quantities. They can describe different stages of the same purchase.
Find the delivery behind the charge.
Match the invoice to the site, order and delivery references. A supplier may combine several deliveries on one invoice, while a site may receive a single order over several days. Reviewing only one delivery note can make a correct charge look too high.
Bring the receiving evidence into the review. That could include a recorded count, a note about a refused item or an agreed replacement. Keep the original date and reference visible. If the record is incomplete, say what is missing rather than inferring a shortage from the absence of paperwork.
Distinguish what was ordered from what arrived.
Ordered quantity describes the request. Dispatched quantity describes what the supplier says it sent. Received quantity describes what reached the site. Accepted quantity may differ again when goods were refused or returned. Use the distinctions your own receiving process can support.
In Margevia’s fictional Harbour Fresh example, an invoice bills 30 units at €7 each while the sample delivery reference shows 24. The six-unit difference produces €42 to investigate. The example assumes the units match and there is no second delivery or other adjustment explaining the charge.
Give the supplier a question they can answer.
State the invoice number, relevant line, billed quantity and receiving reference. Explain the mismatch and ask for the record or adjustment that resolves it. A concise, evidence-backed question is easier to work with than a general statement that the invoice is wrong.
Keep substitutions, returns and later deliveries attached to the same review. When new evidence arrives, update the case instead of opening an unrelated note. The goal is a single account of what happened, even if several people contribute to it.
Close the issue with evidence.
A supplier reply may explain the charge, confirm a corrected invoice or promise a credit. Record which outcome actually occurred. A promise of an adjustment and a received adjustment are different states; do not collapse them into one completed checkbox.
For unresolved cases, keep an owner and the next follow-up date visible. For resolved cases, link the explanation or correcting document. This makes the handoff between operations, purchasing and finance easier to follow.
The Margevia preview demonstrates the difference and the review action with fictional records. It does not contact suppliers or confirm real credits. Its purpose is to make the proposed review path clear enough for teams to discuss.
Try the idea with a sample invoice.
Explore the Margevia preview with fictional records and visible source evidence.
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