Match purchasing evidence before approval
A purchase order sets expectations; the receiving record confirms delivery; the invoice states the amount requested. We connect those documents where your business uses them and flag quantity, price or freight differences. For services, the equivalent evidence may be a work order or the manager’s confirmation that the agreed work was completed.
Keep the payment list honest
The payables report separates approved bills from disputed items and expected credits. Due dates, early-payment terms and essential supply commitments can guide the owner’s decision. We check duplicate invoice numbers and recurring vendor charges, then record the approved payment against the correct bill so the balance remains useful.
Illustrative example: a short shipment
A Winnipeg distributor receives 90 of 100 ordered containers. The supplier invoices $2,000 for the full order, but the missing ten represent $200 before tax. We retain the receiving discrepancy and track the requested credit or later delivery. The owner sees the unresolved amount instead of paying it without context.
Make changes to supplier details traceable
New vendors, amended bank instructions and unusual payment requests follow an agreed verification process. Payment release remains with the authorized person unless a separate arrangement specifies otherwise. At month-end, we reconcile important supplier statements, review older credits and identify delivered items still awaiting invoices, helping prevent a false impression that all commitments are already recorded.
Questions about this work
Do you approve purchases for us?
Purchase approval remains with your designated decision maker. We organize the records and flag exceptions.
Can you track supplier credits?
Yes. We connect each expected credit to the original bill and follow its eventual application or refund.
Put this into practice
Sources and current guidance
A practical next step
Bring the records you have.
We can identify missing information, agree on the scope and organize the next bookkeeping step.
Request a bookkeeping review