DISPATCH CONTROL / 02
Check that each document tells the same packing story.
This checklist helps a business buyer identify inconsistencies between order lines and supplied packing information. It is not a packing list, invoice, transport document or customs declaration.
CONTROLLING REFERENCE
Decide which file controls before comparing totals.
A quotation, invoice, purchase order and packing update may have been issued at different stages. Record the file name, reference, date and version that the parties currently rely on. Do not merge values from different versions to make a total appear to reconcile.
- Keep superseded files available for history but mark them clearly.
- Record corrections as a new version rather than editing the audit trail silently.
- Attach each open question to the exact line or carton reference affected.
- Use the applicable signed or accepted transaction document where one exists.
CONSISTENCY TABLE
Six groups to compare without filling gaps by assumption.
| Reference group | Compare | Leave open when |
|---|---|---|
| Document identity | Buyer, supplier, document reference, issue date and version. | Any missing reference or two files that appear to describe different versions. |
| Line identity | Product code, release name, language and stated packaging level. | Abbreviations or translated names that cannot be tied to one exact line. |
| Quantity language | The numeric value together with its stated unit on every line. | A value shown without a unit or an unexplained conversion between units. |
| Carton trace | Carton IDs, line allocation and carton count when those details are supplied. | Duplicate IDs, skipped IDs or line totals that do not reconcile. |
| Measurement basis | Per-carton or total basis, measurement unit, source date and status. | Dimensions or weights with no stated basis, unit or measurement source. |
| Shipping mark request | The exact buyer reference and agreed mark text, if applicable. | Unapproved text, sensitive data in the wrong field or a mark treated as final without confirmation. |
THREE REVIEW PASSES
Move from the product line to the complete file.
- 01
Line-level pass
Match every listed product to the controlling commercial line using code, language, packaging level, value and unit.
- 02
Carton-level pass
When carton data is supplied, reconcile each carton ID to its lines and preserve any partial or provisional status.
- 03
Document-level pass
Confirm that references, dates, versions and totals describe the same dispatch discussion before relying on the file.
OUTSIDE THIS CHECK
Consistency is not regulatory approval.
- No tariff classification, duty, tax or import-admissibility advice is provided.
- No carrier booking, route, delivery date or acceptance is confirmed by this page.
- No quantity, carton dimension or weight is supplied unless documented for the exact dispatch.
- No checklist result replaces the parties' invoice, packing list or other transaction document.
NEXT CONTROL
Attach the destination inputs to the same versioned brief.
Record buyer-supplied destination requirements separately from the product and carton reconciliation.