How to choose the source of truth when import dossier documents conflict

There is no single source of truth for every field in an import dossier. The right source depends on the question: an agreed price, a packed quantity, a carrier's transport reference and a regulatory filing each have different owners. Define authority field by field and record who approved any exception.

Make a field ownership table

For each field you compare, list the source document, its owner, the point when it becomes final, and the person who can authorize a change. The purchase agreement or confirmed order may govern agreed commercial terms; the supplier's final invoice is its billing record; a packing list describes what the supplier says was packed; a transport document records what the carrier accepted under its terms. None of these should be promoted to universal truth.

Separate evidence from a decision

Imagine the order shows 500 units, the supplier invoice shows 500, and the packing list shows 480. The system can show the contradiction and ask whether this is a partial shipment, a revision or an error. It cannot decide that 500 units physically shipped. A person obtains the relevant confirmation, logs the reason, and either accepts a documented exception or requests corrected source documents.

Retain both original and corrected versions with a timestamp and source. When a new version arrives, identify which downstream checks need to run again. A resolved mismatch should say who resolved it and on what evidence, not just show a green status.

Escalation rules

Route a price mismatch to purchasing, a package or weight mismatch to the shipping parties, and a filing question to the declarant. Define a stop condition for missing critical evidence. The team's decision should be explicit before external submission, payment or release.

Controlled pilot scope

Import Dossier Control is available for controlled pilot implementation. Start with a small set of fields and document types, then test ordinary and exceptional cases. The pilot should make conflicting evidence easier to review while leaving authority with the importer and relevant specialist. Discuss a pilot: /solutions/import-dossier-control.

PortNet describes the import-title workflow and the document attachment process. These sources help map the process; they do not determine which party's value wins in your contract. Sources: https://www.portnet.ma/titre-d-importation ; https://www.portnet.ma/documents/d/guichet-unique/declarant-et-transitaire .