A useful check answers a narrow question: do these records describe the same shipment? It does not decide whether a carrier owes money. Start with the actual bill and a separate comparison sheet so that a question does not become an undocumented alteration to the original.
Keep unlike identifiers in separate columns
| Field | What to compare | What to leave unresolved |
|---|---|---|
| Shipment reference | The identifier printed on the bill and the identifier on the receipt | A purchase-order number is not automatically the carrier reference |
| Recipient | Company, delivery address and any named receiving location | A similar company name does not establish the correct destination |
| Quantity | The number together with its stated unit | Do not silently convert cartons to pallets |
| Weight | Value, unit, document date and what was weighed | A difference needs investigation rather than an assumed cause |
Worked comparison
Fictional example: the bill says “3 pallets”; your receiving sheet lists “72 cartons.” Both numbers can be transcribed correctly while remaining incomparable. Write both entries exactly as labelled. Add a separate question: “How many cartons were declared on each pallet?” Do not overwrite 3 with 72 or report a 69-piece overage.
If two pages show different addresses, record each address and the document it came from. Ask the responsible shipment contact to clarify the destination through established channels. This guide does not authorize unloading, rerouting or changing delivery instructions.
Special fields need their own authority
A freight class, an NMFC item and a carrier identifier serve different purposes. Do not assign a class because a carton resembles another shipment. NMFTA maintains a classification reference FAQ; consult the current classification resources and the responsible carrier for the actual commodity.
Keep an unresolved-fields list alongside your copy. A neat comparison sheet helps someone investigate; it is not proof that the freight, paperwork or charge is correct.
Sources checked: 12 November 2026. Independent educational guide; not affiliated with NMFTA or a carrier.