The cash forecast counts both a purchase order and its invoice

Two records may describe one obligation

A hypothetical business's forecast includes a supplier purchase order in the commitments list and the resulting invoice in accounts payable. Both appear as future payments, making the shortfall look larger. Reconcile the records before making emergency funding decisions. Removing an obvious duplicate is helpful, but it must not erase a genuine remaining commitment for goods or services not yet invoiced.

Match the underlying transaction

Compare supplier, order reference, description, quantities and amounts. Check whether the invoice covers the whole order or only a delivery stage. Do not assume matching totals prove duplication where separate work was ordered. Keep the original records and explain the link so the accountant or forecast owner can verify the proposed adjustment.

Forecast the actual expected payment

Business.gov.au's cash-flow guidance focuses on money coming in and going out, with estimates identified. Use that distinction when moving an item from an estimated commitment to a dated invoice payment. The forecast needs the expected cash movement, while the order remains useful evidence of scope. Deleting a forecast duplicate does not cancel the contract or change the ledger automatically.

Source: business.gov.au: Set up a cash flow statement

Check partial invoicing explicitly

In the hypothetical example, a $12,000 order may have produced a $5,000 invoice, leaving other supply still expected. Recording only the invoice could understate later payments, while recording both full amounts could overstate them. Ask the responsible team to confirm the remaining commitment and timing. Do not create an unsupported balancing figure just to make the schedule reconcile.

Record the correction and review the gap

Keep the before-and-after amounts and the reason for the change. Recalculate the cash position without assuming every problem was caused by duplication. If a real shortfall remains, provide the corrected forecast for prompt advice. Avoid presenting a data cleanup as new cash or as a saving the business has negotiated.

Prevent the same overlap next cycle

Agree who updates the forecast when an invoice replaces an estimate and how partial orders remain visible. CRP can help organise the commitments for review. The aim is one supported cash expectation for each obligation, with enough history to explain how it changed.