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Connect three pieces of paperwork
Apply this layout to the working invoice copy or a reconciliation cover sheet. Write the purchase-order number, supplier invoice number and receiving-document reference so another staff member can locate the same records. Matching is more useful when the references are unambiguous: a supplier's invoice number is not necessarily your internal purchase-order number. Keep all supporting pages with the record or store their locations according to your filing procedure. The stamp does not retrieve documents or compare their contents automatically.
Leave room for exceptions
A difference may need explanation before the record can move on. Use the differences line for a brief reference to the issue and keep longer details on an attached note. Record only checks actually performed, such as a quantity comparison made against the relevant documents. Do not preprint a claim that all goods were received or all prices agreed if the stamp will also be used on incomplete orders. A blank checking template allows the outcome to be recorded for each individual transaction.
Handle partial deliveries clearly
One purchase order can relate to more than one delivery or invoice. If your team uses split receipts, add a page or receipt suffix to the handwritten reference and identify which part is being reviewed. Avoid marking the entire order complete when only one instalment has been checked. You may replace the delivery label with service confirmation for paperwork that follows that process, but retain the original evidence and your normal review rules. The physical stamp is a cross-reference aid, not a procurement system.
Keep approval separate from matching
The checked-by and date fields show who completed the paper entry. They do not grant purchasing authority, release a payment or resolve a discrepancy by themselves. This layout therefore differs from Invoice Coding, which records where a cost should be allocated, and from Goods Received Check, which is used at the receiving stage. Choose wording that names the step your team is actually recording. Review every shortened label with the people who will read the finished impression before approving the artwork.
Questions about this layout
Is this an automatic three-way match?
No. Staff must compare the source documents themselves. The stamp provides a reusable paper record of references and findings.
Can I add an amount field?
Yes. Replace an existing line or adjust the wording in the editor, then check the live fit warning and proof.
Can it authorise a payment?
The supplied wording does not do that. Use your separate approval and payment controls after resolving any differences.
Size, ink and approval
The impression is 90 mm wide by 40 mm high. Edit the wording and choose Black, Blue or Red in the live editor. Review the fit warning and approve the specific final artwork before production; the checkout acknowledgement is not final proof approval. See the matching custom stamp size and proof process.
