Order confirmation that differs from the purchase order: how to check it

#Why to check it at once

A confirmation that differs from the order is a new proposal (art. 1326 of the Italian civil code): accepting it, even just by executing the order, accepts its prices and terms. Many confirmations say they stand unless contested within two or three days. Terms different from the order's should not be accepted tacitly.

#1. Match the lines

The confirmation's lines are rarely in the order's sequence. Match them by declared substitute code, then by code (yours or the supplier's — dashes and spaces do not matter), then by description. An order line no confirmation covers is not confirmed; a line the order does not have is added.

#2. Bring everything to one unit

Packs, rolls and per-100 prices are brought back to the order's unit: «3 CF da 200 pz» is 600 pieces. Net prices are worked out along the discount chain («40+10+5»).

#3. The differences to look for

• Higher price: to clarify. A lower price is in your favour: note it.
• Partial quantity, rounded to the pack or higher: to clarify — ask whether you can have the quantity ordered.
• Substitute article: to clarify; a different article must be accepted in writing.
• A line gone or a line added: to clarify.
• Delivery date: a week («sett. 44», «KW 47») is due by that week's Friday. A delay is to clarify; if the order says the date is binding or the term essential, it is to reject.
• Transport or packing charges the order does not foresee: to clarify.
• Delivery terms (Incoterms): worse or different, to clarify.
• Payment: compared in average days from the invoice. Worse payment — Ri.Ba. at 30 days instead of 60 end of month, or a switch to advance payment — is to reject.
• Another order number cited: the confirmation must be rejected or referred to the right order.

#4. The verdict and the reply

• To reject if at least one difference is to reject (worse payment, binding date missed, wrong order).
• To clarify with the supplier if there is something to ask.
• Can be accepted otherwise.

Then reply to the supplier in writing, one difference per point, with its effect in euros.

#How the agent does it

The Order confirmation check agent reads your order (the PDF you sent or the ERP's Excel/CSV export, read by code) and the confirmation as it arrived, several documents or in German too. The model reads; matching, conversions, differences and the verdict are computed by code. You get the verdict on top, each difference with its money, the matched lines in Excel and CSV and the reply to the supplier already written — which you read and send yourself: nothing is accepted or sent without a person.