Keep Replacement Parcels Separate from New Purchases

The document problem

original invoice and replacement dispatch note

Check whether replacement goods were free, billed again or refunded; a dispatch note alone proves none of these.

Start with the decision you need to explain later, rather than the number of files you can collect. This situation brings together documents with different purposes: one may describe a purchase, another a payment, and another a change to the original arrangement. A useful record preserves those distinctions.

A worked example

Use this document pair as a small working case: original invoice and replacement dispatch note.

The key decision is: Check whether replacement goods were free, billed again or refunded; a dispatch note alone proves none of these.

Check source currency: AUD.

Capture the right evidence

Collect the complete receipt or invoice for the actual transaction first. Keep supporting confirmations available as context. A notice or payment statement should not automatically become another expense record. Upload a readable image or PDF through the supported workflow; if several invoices share one file, separate their boundaries before recognition.

Review before using the numbers

Compare the recognised supplier, transaction date, currency, tax where shown, total and line items with the original. The currency printed on a source remains the reference even when a summary uses a selected base currency. Correct a field only when the source supports the correction. Review this case before including it in a period summary.

Check whether replacement goods were free, billed again or refunded; a dispatch note alone proves none of these.