Delivery ticket template: the fields that make a ticket matchable

A delivery ticket needs a unique number, the date, the supplier, the material, the quantity delivered, the job and the PO. Those seven fields are what lets someone in accounts payable tie a load to an invoice line weeks later. Everything else on a ticket is useful to the field, but these decide whether the ticket can be matched.

This page gives you a template with those fields, a checklist for tickets that arrive without them, and the matching rule that explains why each one is there.

What fields should a delivery ticket have?

Use this as the column list for a tracking sheet, or as the checklist when you review a supplier's ticket stock.

Which fields matter most for matching?

The first seven: number, date, supplier, material, net quantity, job and PO. A ticket without the number cannot be joined to an invoice line by number, so a match falls back to date, material and quantity, which is weaker. A ticket without a job or PO cannot be checked against your list.

What should a ticket template look like in a spreadsheet?

When tickets are logged by hand, one row per load, with these columns in this order:

1. Supplier
2. Ticket number
3. Date delivered
4. Material
5. Gross
6. Tare
7. Net
8. Unit
9. Job
10. PO
11. Truck
12. Received by

Keep one row per ticket, one ticket per row, and the supplier's printed number exactly as printed. Do not retype it with different punctuation, or you create the mismatches you are trying to catch. A formula =Net-(Gross-Tare) in a check column flags a ticket whose weights do not add up.

How do you check a ticket against an invoice?

Ticket by ticket, these questions give the answer:

• Is the ticket number on an invoice line? If not, the ticket is received and not billed.
• Is the number on more than one line? Then it is billed twice.
• Does the billed quantity equal the net on the ticket?
• Does the billed rate equal the PO rate for that material and job?
• Is the job or PO on your list at all?

On a 40 to 400 ticket invoice this is a long job by hand. Ticket Match runs these checks for every ticket and lists what fails, with the dollar amount at risk. The three-way match guide explains each check in more detail.

What if the supplier's tickets are missing fields?

Ask the supplier to add the missing fields to its ticket stock. Until it does, you can:

• Add the job and PO at the scale house or on the truck by hand, in the same place on every ticket.
• Photograph or file each ticket the day it arrives, so the PO and job are written while someone remembers them.
• Log the loads in the sheet above, and use the sheet in place of the missing fields.

Requirements for what a ticket must carry can differ by supplier agreement and by agency on public work. Check your contract and the owner's specifications; this page is a working template, not a standard.

How does Ticket Match handle tickets?

In the app, text PDFs, Excel and CSV tickets are read for you, and each page is shown beside the rows read from it so you can fix them before anything counts. Scanned or photographed tickets are not read automatically: you type the number, date, material, quantity, job and PO beside the preview. The free run on this page accepts the invoice, tickets and PO list as CSV or Excel, guesses which column is which from the headers, and shows the list of exceptions with a CSV download. If you are weighing tools, construction accounts payable software compares the options.

FAQ

Is there a standard delivery ticket format? Not one that suppliers all share. Plants, scale houses and batch systems print their own, which is why matching starts by normalizing the ticket number and mapping each supplier's columns.

Should the ticket carry the price? Often it does not. Keep the agreed rate on your PO list and check the invoice's rate against that, not against the ticket.

Who should keep the original tickets? Keep every ticket with the invoice it was billed on until you have paid and the dispute window under your supplier agreement has passed. In the app, Ticket Match keeps uploaded files and rows for 13 months, then deletes them.