Preserve the original document and its context
Keep the received file linked to its source message or approved upload record. Record when it arrived and who supplied it where that information is available. A filename alone may not identify the project or delivery. If text is extracted from a photograph, distinguish that extracted version from the original. Staff need a way to inspect the source before correcting a reference. Avoid replacing the received file with a cleaned summary that loses an important handwritten note.
Use the project approved matching references
Ask the project team which references identify the order and delivery in its actual process. These may include an order number, project reference and supplier details. Do not assume one identifier is unique across every project or system. Compare the available fields and show missing or conflicting information. A document supplied to one project inbox should not automatically be assigned to that project if the docket itself points elsewhere. Keep ambiguous matches in an owned review queue.
Distinguish partial deliveries and repeated documents
An order can have several associated records, so finding an earlier docket does not necessarily make the new one a duplicate. Ask staff to distinguish another delivery from a repeated copy or amendment. Preserve the relationship between them. Do not mark the entire order received because one docket was matched. Record the administrative state supported by the source and leave quantity discrepancies or delivery acceptance questions to the person authorised to assess them.
Give discrepancies an actionable review task
Show the proposed match, conflicting reference and source document together. Name the person who can resolve the discrepancy and the next action required. An uncertain project number needs a different investigation from a missing page. Keep the record visible while staff contact the supplier or site team. If a correction is approved, record what changed and who decided it. A cleared exception should explain its resolution rather than simply disappear from the queue.
Rehearse a fictional split delivery
In a fictional project, two docket photographs refer to the same order but different deliveries. One photograph has an unreadable project reference. The intake process links the clear record and sends the uncertain one to the project administrator. The administrator checks the approved order record before confirming the second link. The test verifies that two records remain distinguishable and that neither link marks the order fully received, approves the materials or authorises payment.
Check the destination before closing matching
Open the project record and verify that the correct source and reference are attached. Record whether matching is confirmed or another decision remains pending. If the docket supports a later claim or accounts task, hand over the reference without implying that matching approves that task. Review recurring missing identifiers with the receiving team and improve intake instructions. Matching is complete when staff can find the correct document in context, with unresolved acceptance or commercial questions still owned separately.