Spreadsheets · Instructions · ResearchSource rows reviewed
17 retained after one repeated exportOverdue delivery lines
Two additional lines have unknown agingQuoted / billed differences
10 of 12 invoiced lines are comparableRows with missing fields
Counts overlap with other categories01Confirm the delivery dates
Only active order lines with a known positive open quantity and a promised date before October 13 are overdue.
| Source | Item / supplier | Order | Still open | Promised | Overdue |
|---|---|---|---|---|---|
| R005CSV line 6 | Floor joistsDemo Timber Supply | PO-26003Line 1 · Release A | 20 EA | 2026-10-08 | 5 days |
| R006CSV line 7 | Standard windowsDemo Window Works | PO-26004Line 1 · Release A | 12 EA | 2026-10-10 | 3 days |
Next action: Confirm receipt status and supplier ETA. Suggested role: Purchasing / field coordinator. Decision owner: [Assign name]
Boundary checks: R014 is due today and is not overdue. R008 has no promised date. R015 has no received quantity. Both unknown cases need clarification.
02Check five quoted / billed differences
Each comparison uses the invoiced quantity, the same unit of measure and the synthetic matched item/scope. The difference is billed line amount minus invoiced quantity × quoted unit rate.
| Source | Item / references | Billed qty | Quote / unit | Bill / unit | Quote equivalent | Billed line | Difference |
|---|---|---|---|---|---|---|---|
| R002CSV line 3 | 7/16-inch sheathingINV-001 · Q-001 | 80 SHEET | $27.00 | $28.25 | $2,160.00 | $2,260.00 | +$100.00 |
| R004CSV line 5 | 3,000 psi concrete, release BINV-003 · Q-002 | 20 CY | $158.00 | $160.00 | $3,160.00 | $3,200.00 | +$40.00 |
| R009CSV line 10 | Kitchen cabinet packageINV-005 · Q-007 | 1 LOT | $4,200.00 | $4,250.00 | $4,200.00 | $4,250.00 | +$50.00 |
| R016CSV line 17 | Quartz countertop materialINV-009 · Q-013 | 48 SF | $62.00 | $60.00 | $2,976.00 | $2,880.00 | -$96.00 |
| R017CSV line 18 | Standard face brickINV-010 · Q-014 | 1500 EA | $0.85 | $0.89 | $1,275.00 | $1,335.00 | +$60.00 |
Next action: Check the approved quote revision, scope and authorized changes before requesting a correction. Suggested role: Purchasing / AP reviewer. Decision owner: [Assign name]
Two price comparisons remain unknown.
R011: the quote uses SF and the invoice uses SQ. No verified conversion is supplied, so no variance is calculated. R012: the quote reference and rate are missing.
Differences are review prompts, not confirmed overcharges, credits, recoverable dollars or savings. Approved changes, scope and invoice terms have not been validated.
03Fill five information gaps
Blank fields remain unknown. The sample never substitutes a missing value with zero or an assumed date.
| Source | Item | Missing field(s) | Next action |
|---|---|---|---|
| R008CSV line 9 | Rough plumbing package | promised_date | Obtain a confirmed promised date. Delivery aging remains unknown. |
| R012CSV line 13 | Rough electrical package | quote_ref, quote_unit_price | Attach the approved quote reference and rate. Price comparison remains unknown. |
| R015CSV line 16 | R-13 wall insulation | quantity_received | Confirm the receiving log. Open quantity and delivery aging remain unknown. |
| R017CSV line 18 | Standard face brick | vendor_id | Map the named supplier to its verified vendor ID. |
| R018CSV line 19 | Wood stair rail | cost_code | Confirm the correct cost code with the project team. |
Suggested role: Purchasing data owner, with field receiving support for R015. Decision owner: [Assign name]
04Review the repeated export
One extract row excluded from totals
R010 repeats R009: the same source record ID, order/line/release, invoice and all business values. Both rows stay in the source file. R010 is excluded from the analytical totals.
This identifies a repeated extract record. It does not establish a duplicate invoice, duplicate payment or supplier error.
Next action: Confirm the repeated export and its source-system grain. Suggested role: Data/export owner. Decision owner: [Assign name]
05Source files and method
This is a fixed snapshot built from one deliberately constructed, joined sample. It does not connect to a purchasing system and does not refresh when a CSV is edited.
How to read the source
- One row represents one PO line/release with cumulative ordered and received quantities, a matched quote rate, and at most one invoice line. R010 is the intentional repeated-export example.
- Stable IDs R001–R018 identify rows throughout. CSV line numbers count the header as line 1. A blank means unavailable or not applicable; zero means an explicit zero.
- Order quantities and receipts use quote_uom. Invoice quantities use invoice_uom. All prices are fictional net material prices; no tax, freight, retainage or other charges are included.
- Decision-owner names are unassigned placeholders. Suggested roles are starting points for review.
Checks used in this sample
- Key: division + PO + line + release. Exclude an export repeat only when source_record_id and all business fields match exactly. Conflicting matches require review rather than automatic deletion.
- Delivery: active, known open quantity > 0, promised date < 2026-10-13. Today is not overdue. No payment-due or late-fee test is performed.
- Price: invoice and quote present, matching unit and matched item/scope. Quote extension = invoice quantity × quote rate. Positive and negative differences are reported separately.
- Completeness: vendor ID, cost code, promised date, receipt quantity and quote reference/rate. Invoice fields are expected only when an invoice exists.
Reconciled sample totals
- $38,865.00 recorded billed amount in the raw export − $4,250.00 repeated export row = $34,615.00 retained recorded billed amount.
- $34,615.00 retained billed amount − $5,950.00 across the two unknown price comparisons = $28,665.00 comparable billed amount.
- $28,665.00 comparable billed amount − $28,511.00 quoted equivalent = +$154.00 net difference.
These totals are line amounts represented in this sample, not accounts payable balance, cash paid, open commitments or a division-wide spend total. The 14 flags overlap across records and must not be added to create a dollar exposure estimate.
All 18 source rows
| Row | PO / line / release | Item / supplier | Order / receipt | Promised | Recorded bill | Headline status |
|---|---|---|---|---|---|---|
| R001CSV line 2 | PO-26001Line 1 · Release A | 2 x 8 framing lumberDemo Timber Supply | 120 EAReceived: 120 | 2026-10-06 | $2,220.00INV-001 | No selected flag |
| R002CSV line 3 | PO-26001Line 2 · Release A | 7/16-inch sheathingDemo Timber Supply | 80 SHEETReceived: 80 | 2026-10-06 | $2,260.00INV-001 | Price difference |
| R003CSV line 4 | PO-26002Line 1 · Release A | 3,000 psi concrete, release ADemo Ready Mix | 30 CYReceived: 30 | 2026-10-01 | $4,740.00INV-002 | No selected flag |
| R004CSV line 5 | PO-26002Line 1 · Release B | 3,000 psi concrete, release BDemo Ready Mix | 20 CYReceived: 20 | 2026-10-07 | $3,200.00INV-003 | Price difference |
| R005CSV line 6 | PO-26003Line 1 · Release A | Floor joistsDemo Timber Supply | 40 EAReceived: 20 | 2026-10-08 | No invoiceNo amount recorded | Overdue |
| R006CSV line 7 | PO-26004Line 1 · Release A | Standard windowsDemo Window Works | 12 EAReceived: 0 | 2026-10-10 | No invoiceNo amount recorded | Overdue |
| R007CSV line 8 | PO-26005Line 1 · Release A | Interior doorsDemo Door Supply | 20 EAReceived: 20 | 2026-10-12 | $1,920.00INV-004 | No selected flag |
| R008CSV line 9 | PO-26006Line 1 · Release A | Rough plumbing packageDemo Plumbing Supply | 1 LOTReceived: 0 | Unknown | No invoiceNo amount recorded | Needs information |
| R009CSV line 10 | PO-26007Line 1 · Release A | Kitchen cabinet packageDemo Cabinet Shop | 1 LOTReceived: 1 | 2026-10-09 | $4,250.00INV-005 | Price difference |
| R010CSV line 11 | PO-26007Line 1 · Release A | Kitchen cabinet packageDemo Cabinet Shop | 1 LOTReceived: 1 | 2026-10-09 | $4,250.00INV-005 | Repeated export |
| R011CSV line 12 | PO-26008Line 1 · Release A | Architectural shinglesDemo Roofing Supply | 2000 SFReceived: 2000 | 2026-10-09 | $3,100.00INV-006 | Needs information |
| R012CSV line 13 | PO-26009Line 1 · Release A | Rough electrical packageDemo Electrical Supply | 1 LOTReceived: 1 | 2026-10-09 | $2,850.00INV-007 | Needs information |
| R013CSV line 14 | PO-26010Line 1 · Release A | 3-ton HVAC unitsDemo HVAC Supply | 2 EAReceived: 2 | 2026-10-10 | $4,700.00INV-008 | No selected flag |
| R014CSV line 15 | PO-26011Line 1 · Release A | Garage doorDemo Door Supply | 1 EAReceived: 0 | 2026-10-13 | No invoiceNo amount recorded | Due today |
| R015CSV line 16 | PO-26012Line 1 · Release A | R-13 wall insulationDemo Insulation Supply | 1200 SFReceived: Unknown | 2026-10-09 | No invoiceNo amount recorded | Needs information |
| R016CSV line 17 | PO-26013Line 1 · Release A | Quartz countertop materialDemo Countertop Works | 48 SFReceived: 48 | 2026-10-12 | $2,880.00INV-009 | Price difference |
| R017CSV line 18 | PO-26014Line 1 · Release A | Standard face brickDemo Masonry Supply | 1500 EAReceived: 1500 | 2026-10-09 | $1,335.00INV-010 | Price difference |
| R018CSV line 19 | PO-26015Line 1 · Release A | Wood stair railDemo Millwork Supply | 16 LFReceived: 16 | 2026-10-12 | $1,160.00INV-011 | Needs information |
Suggested next step
For a real pilot, agree on one community or division and one reporting cutoff. Use an authorized export, confirm the source-system keys and quantity units, then have purchasing and AP review the exceptions before any supplier follow-up or accounting change.
The sample supports operational review. It is not an accounting certification, audit opinion, contract interpretation or payment authorization.