Sample report
What the written report looks like
This one is filled in for a company that doesn't exist: an industrial distributor with about 100 employees that pays about 1,200 vendor invoices a month. It has the four sections described on the main page. A real report lists only what your own records show.
Summary
| Section | Items to check | Dollars |
|---|---|---|
| 01 Paid twice | 6 pairs | $12,640.33 |
| 02 Billed above the agreed price | 5 lines | $3,943.40 |
| 03 Early-payment discounts not taken | 15 invoices | $593.10 |
| 04 Vendors and volume | 3 vendors under two names each |
Each line below is something for your staff to check against the paperwork. None of it says an invoice is wrong.
Two of the six pairs in section 01, $4,615.00 between them, may be a progress billing and a monthly rental charge. They are listed so you can rule them out. Section 02 also notes one change in payment terms.
01Paid twice
Pairs where one invoice may have been entered and paid twice. The amount is one payment, the one that may have gone out a second time.
| Vendor | Invoice numbers | Paid | Amount | Why it's listed |
|---|---|---|---|---|
| Example Fastener Supply | 10452 10452A | 2026-03-06 2026-03-20 | $1,286.40 | Second number has an A added |
| Sample Steel Service | 55807 (ID 2041) 55807 (ID 3378) | 2025-12-12 2026-01-09 | $4,912.75 | Same number and amount under two vendor records. See section 04. |
| Placeholder Freight Lines | 7730415 7703415 | 2026-05-15 2026-05-29 | $1,184.00 | Same amount and invoice date, with two digits swapped |
| Generic Packaging Co. | 88213 88213-1 | 2026-07-02 2026-07-17 | $642.18 | Second number has -1 added |
| Example Mechanical Services | 2210-03 2210-04 | 2026-04-10 2026-05-08 | $3,750.00 | Your call. Consecutive numbers for the same amount, four weeks apart. May be a progress billing. |
| Sample Equipment Rental | 41107 41532 | 2026-08-07 2026-09-04 | $865.00 | Your call. Same amount four weeks apart. May be the monthly rental charge. |
| Total, 6 pairs | $12,640.33 |
The first four pairs come to $8,025.33. The last two come to $4,615.00.
02Billed above the agreed price
Items whose unit price went up partway through the year, and one line that wasn't on the purchase order. Where there was a PO, the earlier price is the PO price. Otherwise it is the price on the first invoice of the year. The difference is the increase times the quantity billed at the later price.
A vendor may have agreed a new price by phone or email. This shows only what the invoices say.
| Vendor | Item | Earlier price | Later price | Qty | Difference |
|---|---|---|---|---|---|
| Example Fastener Supply | Hex bolt 1/2-13 x 2 in, grade 5, box of 50 | $38.20PO 4318, 2025-11-04 | $41.90from 2026-02-10 | 220 | $814.00 |
| Generic Packaging Co. | Stretch film 18 in x 1,500 ft, case | $64.00invoice, 2025-10-14 | $69.50from 2026-04-01 | 140 | $770.00 |
| Sample Abrasives Inc. | Flap disc 4.5 in, 60 grit, box of 10 | $47.80PO 4391, 2025-12-03 | $52.60from 2026-05-12 | 96 | $460.80 |
| Example Hydraulic Parts | Hose fitting, 1/2 in JIC, each | $12.15invoice, 2025-10-21 | $13.40from 2026-06-02 | 600 | $750.00 |
| Sample Steel Service | Steel surcharge line on invoice 56012 | Not on PO 4502 | $1,148.60billed 2026-03-18 | 1 | $1,148.60 |
| Total, 5 lines | $3,943.40 |
Payment terms
Generic Packaging Co. invoices changed from net 45 to net 30 starting with invoice 88540, dated 2026-04-01. The stretch film price changed the same day.
03Early-payment discounts not taken
For the year: $593.10, on 15 invoices totaling $33,631.70.
These invoices printed a discount for early payment and were paid after the discount date. The discount column is the printed rate times the invoice amount. This counts what already happened. It isn't advice on when to pay.
| Invoice | Invoice date | Paid | Days | Amount | Discount |
|---|---|---|---|---|---|
| Example Fastener Supply · 2% 10, net 30 | |||||
| 71840 | 2025-10-14 | 2025-11-07 | 24 | $1,912.60 | $38.25 |
| 72015 | 2025-11-18 | 2025-12-12 | 24 | $1,368.40 | $27.37 |
| 72133 | 2025-12-09 | 2026-01-09 | 31 | $3,104.85 | $62.10 |
| 72298 | 2026-02-03 | 2026-03-06 | 31 | $2,257.00 | $45.14 |
| 72451 | 2026-05-12 | 2026-06-05 | 24 | $1,733.90 | $34.68 |
| 72610 | 2026-08-18 | 2026-09-11 | 24 | $2,486.15 | $49.72 |
| 6 invoices | $12,862.90 | $257.26 | |||
| Sample Abrasives Inc. · 1% 10, net 30 | |||||
| S-30418 | 2025-10-28 | 2025-11-21 | 24 | $1,480.20 | $14.80 |
| S-30577 | 2026-01-06 | 2026-02-06 | 31 | $2,026.75 | $20.27 |
| S-30691 | 2026-03-03 | 2026-03-27 | 24 | $1,155.30 | $11.55 |
| S-30804 | 2026-05-19 | 2026-06-12 | 24 | $1,972.40 | $19.72 |
| S-30950 | 2026-07-21 | 2026-08-21 | 31 | $1,318.65 | $13.19 |
| 5 invoices | $7,953.30 | $79.53 | |||
| Example Hydraulic Parts · 2% 15, net 45 | |||||
| H-90112 | 2025-11-04 | 2025-12-05 | 31 | $3,412.00 | $68.24 |
| H-90287 | 2026-02-17 | 2026-03-20 | 31 | $2,890.55 | $57.81 |
| H-90433 | 2026-05-05 | 2026-06-05 | 31 | $4,105.20 | $82.10 |
| H-90561 | 2026-08-04 | 2026-09-04 | 31 | $2,407.75 | $48.16 |
| 4 invoices | $12,815.50 | $256.31 | |||
| Total, 15 invoices | $33,631.70 | $593.10 | |||
04Vendors and volume
14,411 invoices paid to 612 vendor records, for $29,418,236.55 in all. 188 records were paid only once in the year.
Invoices per month
| Oct | Nov | Dec | Jan | Feb | Mar | Total |
|---|---|---|---|---|---|---|
| 1,162 | 1,138 | 1,214 | 1,096 | 1,173 | 1,251 | 7,034 |
| Apr | May | Jun | Jul | Aug | Sep | Total |
|---|---|---|---|---|---|---|
| 1,228 | 1,267 | 1,195 | 1,246 | 1,232 | 1,209 | 7,377 |
October 2025 to March 2026, then April to September 2026. The year comes to 14,411.
Largest by invoice count
| Vendor | Invoices | Dollars |
|---|---|---|
| Placeholder Freight Lines | 1,046 | $1,104,812.40 |
| Example Fastener Supply | 688 | $1,611,302.18 |
| Generic Packaging Co. | 512 | $498,770.35 |
| Sample Abrasives Inc. | 431 | $362,915.60 |
| Example Hydraulic Parts | 398 | $544,208.15 |
Largest by dollars
| Vendor | Dollars | Invoices |
|---|---|---|
| Example Bearing Manufacturing | $4,182,640.12 | 214 |
| Sample Steel Service | $2,906,115.40 | 356 |
| Example Motion Components | $2,240,880.75 | 189 |
| Example Fastener Supply | $1,611,302.18 | 688 |
| Sample Power Transmission | $1,288,457.90 | 142 |
A full report lists twenty vendors in each table. This sample shows five so it fits on two printed pages. The vendor records below are counted as one vendor in these tables.
Names that look like one supplier entered twice
| Name in the vendor list | Vendor ID | Invoices |
|---|---|---|
| SAMPLE STEEL SERVICE | 2041 | 341 |
| Sample Steel Service Inc. | 3378 | 15 |
| PLACEHOLDER FREIGHT LINES | 1187 | 1,032 |
| Placeholder Frt Lines LLC | 3512 | 14 |
| EXAMPLE FASTENER SUPPLY | 1023 | 681 |
| Example Fastener Supply Co | 3460 | 7 |
If each pair is one supplier, the year's 612 vendor records are 609 vendors. A second record is how invoice 55807 in section 01 could be paid twice without the accounting system stopping it.
What this report covers
It lists things to check. It doesn't say any invoice is wrong or that a vendor owes money back. Prices and discounts were checked only for the five vendors whose invoice copies were sent. I didn't contact any vendor or log in to any system, and I don't handle payments.