check-a-vendor-invoice

name	check-a-vendor-invoice
category	money
description	Check a vendor invoice against identity, contract, purchase order, receipt, rates, tax, duplicates, and payment controls. Use when deciding whether a supplier invoice is valid and ready for approval.

check-a-vendor-invoice

Verify the obligation before approving payment.

When to use

• Use for goods, services, subscriptions, milestones, expenses, and recurring supplier bills.
• Do not change bank details from an invoice alone; verify through an independent authorized channel.

Procedure

1. Verify vendor legal entity, invoice number, date, currency, tax ID, remit details, and duplicate status.
2. Match contract, purchase order, change order, rate card, milestone, and authorized buyer.
3. Confirm goods receipt, service evidence, dates, quantities, units, quality, and acceptance.
4. Recalculate subtotal, discount, expenses, tax, withholding, credit, prior payments, and total.
5. Identify split invoices, round-dollar anomalies, altered details, duplicate attachments, and unusual urgency.
6. Resolve exceptions with vendor and internal owner while preserving the original.
7. Route approval under segregation and authority limits.
8. Mark approved, disputed, partially approved, rejected, or paid with links to evidence.

Done

• An invoice check record links vendor, contract, order, receipt, calculations, tax, exceptions, approvals, and status
• Duplicate, bank-detail, arithmetic, quantity, price, authority, and payment checks verify the obligation before release