Purchasing and suppliers12 checkseach timeabout 5 minutes, estimate; adjust for site

Supplier bill checking checklist

This checklist covers matching rate, quantity, tax and GRN before a bill is passed. Tick each item at the point of work and record any failure.

0 of 12 checked

1Verify the need and supplier

Supplier invoice names correct entity
PO and invoice item codes match
Invoiced rate matches approved POMUST
Receipt quantity matches billed quantity

2Compare and inspect

Accepted GRN quantity is recordedMUST
Tax details are reviewed by accounts [VERIFY]
Freight and other charges are checked
Debit note or short receipt is noted

3Authorise and record

Mismatch is held for correctionMUST
Advance adjustment is checked
Payment due date is recordedMUST
Passing signature is entered

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Check before you rely on it. These need a check for your site or with the official source: Tax details are reviewed by accounts. This is a practical starting list, not a legal or safety certificate.

When to use it

The purchase manager uses this list each time this job or event occurs. Allow about 5 minutes for the checks, plus time for any problem found. Work from the purchase register, PO and supplier correspondence. Look at the actual item before ticking it. Mark No when evidence is missing and explain why.

Its scope is specific: matching rate, quantity, tax and GRN before a bill is passed. First confirm supplier invoice names correct entity, then examine the relevant work before approval or handover. The person named at the top should complete the checks as the work happens. Do not sign a page from memory later.

If an item is a "No"

For a failed (must) check, hold the affected work at its current stage. The purchase manager records the item, current job or lot, time and a clear note. Tell the person authorised to release that work. Do not tick Yes after simply sending a message. Recheck the item and record who accepted it before proceeding.

For this checklist, pay particular attention when accepted GRN quantity is recorded cannot be confirmed. Check the supporting record or the actual material. A photo alone may not prove a measurement or approval. Note missing evidence.

For other failures, name an owner and due date. Escalate safety, compliance or customer risks before release.

Common mistakes

Ticking po and invoice item codes match without looking at the actual item or source record.
Writing "done" when tax details are reviewed by accounts has not been checked.
Closing the sheet even though mismatch is held for correction is still unknown.
Filing the page with no name, no date or no owner for failed items.

Make it your own

Print this on A4 or keep it in a shared sheet. Add a column for the person clearing each failed item. In a fabrication business, adapt the references to the part, lot, machine or delivery document your team actually uses. In food processing, name the local register and sign-off owner. Remove a check only if it truly cannot apply, and write down why. Do not remove critical safety or statutory checks without qualified review.

Try the list on a real job, then ask the purchase manager which records were hard to find. Keep one approved version with a revision date so the team uses the same checks.

Review required: This is a practical starting list, not a legal or safety certificate. Check the current rules and get a qualified person to review it for your site. Items marked [VERIFY] need a site-specific or official-source check before use.

A checklist only works if someone ticks it, every time, and someone reads it.

Questions people ask

Who should sign the supplier bill checking checklist?

The purchase manager who performed the check signs it. If a different person approves release, capture that name too. Do not use another person’s signature.

What if supplier invoice names correct entity cannot be confirmed?

Mark No, describe what you looked at and hold the affected work if it is a critical item. Ask the authorised owner to decide the next action. Keep the result in the same record.

Can we use the short version instead of the full checklist?

Use the short version for a quick reminder. The full list has the remaining checks, failed-item notes and signature. Keep it for the actual decision and review.