A mixed fittings order – elbows, tees, reducers, flanges and fasteners across several sizes and grades – can easily drift between quotation, purchase order and delivery. Items get substituted, split into part shipments or short-delivered, and the differences only surface at installation. A simple line-item reconciliation keeps the order under control.
Use One Line-Item Register
Keep a single register for the order, with one row per line item and the same line numbers used on the quotation, purchase order, supplier acknowledgement, packing lists and certificates.
| Column | Purpose |
|---|---|
| Line no. | The same reference on every document |
| Description and standard | Type, size, wall/class, material grade and standard as ordered |
| Quoted / ordered quantity | What was agreed |
| Approved changes | Substitutions or revisions, with approval reference |
| Shipped quantity and shipment no. | From the packing list |
| Heat numbers | From the marking and certificate |
| Received and accepted | After receiving inspection |
| Open quantity / NCR | Balance outstanding or under nonconformance |
Reconcile at Each Stage
- Quote to PO: check every line against the quotation – size, wall, class, grade and standard – before issuing the PO.
- PO to acknowledgement: confirm the supplier acknowledged every line without silent changes.
- Shipment to packing list: match quantities and line numbers on each shipment.
- Packing list to certificates: each heat number on the fittings must appear on a certificate for that line.
- Receipt to acceptance: record accepted quantities and open any nonconformance against the line.
Close Out the Order
The order is complete only when every line shows accepted quantity equal to ordered quantity, every approved change is recorded, and every heat number is covered by a certificate. Keep the register with the document package for traceability.
Related: documenting a material substitution and dimensional inspection of delivered fittings.
Frequently Asked Questions
Why use the same line numbers on every document?
So quotation, purchase order, packing lists and certificates can be matched directly, and any difference in quantity or specification is visible immediately.
How do I handle a part shipment?
Record the shipped and accepted quantity against each line and keep the balance open until the remaining items arrive and are accepted.
What if a delivered item differs from the order?
Hold it, raise a nonconformance against the line, and accept it only through a documented substitution approval.
