Resolve a supplier invoice that does not match the delivery

Operations & Purchasing

Preparing example…

Scripted example transcript

Alpine’s invoice looks higher than the goods receipt. Check it and prepare the query, but don’t change the ledger.

Matching the purchase order, goods receipt and supplier invoice by line item.

SAP: PO-812 / GR-990 · quantities received
DATEV: Alpine · invoice AP-3381
Outlook: Alpine · delivery shortfall acknowledgement
Excel: AP3381-line-reconciliation.xlsx

The order was for 120 brackets at €18 each. The receipt records 100, and Alpine acknowledged a 20-unit shortfall by email. The invoice bills all 120. That leaves €360 before tax to clarify; the freight line matches the agreed order.

Which resolution should the supplier be asked to confirm?

Example choice: Credit the 20 undelivered units

Ask for this resolution: Please confirm a credit note for the 20 undelivered brackets (€360 before tax), referring to invoice AP-3381.

Review the supplier discrepancy email

To: accounts@alpinecomponents.example
Subject: AP-3381 / PO-812 · 20 brackets not received

Hello, Invoice AP-3381 bills 120 brackets at €18 each. Goods receipt GR-990 records 100, and your delivery email acknowledged the remaining 20 were not included. Please confirm a credit note for the 20 undelivered brackets (€360 before tax), referring to invoice AP-3381. The €360 difference above is before tax. The agreed freight line is not disputed. Please reference PO-812 and GR-990 in your reply. We have not changed the invoice or posted a credit in our ledger.