Compare a purchase order with its order confirmation.

Start with the same business record.

Find the PO reference on the confirmation, then check the buyer, supplier and document versions. A shared filename or similar total is not enough to establish that two records belong together. Keep amendments alongside the original documents.

A practical PO–OC review process

1. Choose the fields. Write down what this check covers. Keep the scope clear when only some fields or records can be reviewed.
2. Confirm the relationship. Use document references and supporting evidence. If the relationship is uncertain, keep it pending rather than forcing a pairing.
3. Record both original values. Include the file, page and source line. Preserve units and currencies; do not silently replace either side with a calculated value.
4. Separate differences from missing evidence. A changed delivery date is a difference. An absent item specification is a question that needs an answer.
5. Record the business decision. Ask the responsible person about an amendment or substitution. If they accept a difference, retain that difference and their reason.

Use the downloadable reconciliation checklist to record the scope, findings and follow-up.

Three checks that a matching total can hide

In our synthetic hospitality-linen example, purchase order AQ-6208 and confirmation WL-3106 both show $3,480. That agreement does not resolve every line.

12 cartons and 120 pieces

The DC-220 lines state a pack size, but the recorded quantities use different units. Recon’s prepared finding keeps both originals and labels the check Not comparable. It does not turn the packaging information into an automatic match.

$180 per carton and $18.50 per piece

The confirmation also lists a $0.50 per-piece discount. The original price bases differ. The sample does not assert a converted or derived net-price equivalence.

“White bath mat — standard” and BM-4060

The PO lacks an item reference and dimensions; the supplier specifies a 40 × 60 cm mat. Equal quantities and amounts cannot prove product identity. The buyer needs to confirm the specification.

Read all six findings with source pages and downloadable PDFs.

These are fictional companies and prepared findings. Recon’s document-processing workflow is in development; this is an illustration of the review approach.

Common questions

Does a matching total mean the confirmation is correct?

No. The example above has identical totals while product identity and comparison bases still need attention. Check the fields and relationships that matter to the order.

What if the supplier confirms only part of the order?

Keep the confirmed subset visible and record the remaining requested items separately. Do not treat an absent line as a confirmed cancellation or a zero quantity without evidence.

Is this the same as checking an invoice?

The comparison answers a different question. PO–OC checks requested against confirmed details. Confirmation–invoice review checks confirmed details against what was billed. Neither establishes physical receipt of goods.