Purchasing
What to check before recording a supplier bill
Review the supplier, reference, line items and supporting documents before a purchase bill enters your records.
By EngageNet Team · 2 min read
Confirm the supplier and document reference
Start by checking that the bill belongs to the vendor you selected. Compare the supplier reference and date with existing records to see whether the document has already been entered. A forwarded copy or revised PDF can look like a new bill even when it refers to the same transaction.
Read the line items carefully
Compare the products, quantities, units and rates with the agreed purchase details. Check whether the bill covers the whole order or a partial delivery. If descriptions differ, ask the purchasing colleague to confirm the match. A total that looks familiar is not enough to establish that the underlying items are correct.
Gather the relevant supporting information
Keep the purchase order, supplier communication and any receipt confirmation available to the person reviewing the bill. Use attachments and references where your workflow supports them. Do not claim that an item was physically received solely because a purchase document exists. Confirm receipt through the people and records responsible for that check.
Clarify differences through the authorised process
If something does not match, record the question and ask the appropriate colleague or supplier for clarification. Let the responsible finance person determine tax and accounting treatment. Keep the review factual: identify the product line, quantity or charge in question instead of changing numbers to force a match with an earlier expectation.
Review the saved record once
After recording the bill in EngageNet, open it again and verify the vendor, amount, status and supporting reference. Check the related payment or outstanding view when relevant to your role. This final review can catch selection mistakes before the record becomes the basis for a supplier conversation or another internal action.