Two things that look the same
Is an old document confused with a current one? Is a reserved payment read as captured? Can a user act for two organisations?
The person who must tell them apart
Name the customer or colleague and the decision they need to make. Describe what they see now.
The source of the right answer
Identify the approved record, provider or content owner. Keep gaps visible rather than replacing them with assumptions.
A useful review
Choose an ordinary case and a case where the distinction matters. What would a reviewer need to observe?
Bring the operating context
List existing systems, client-owned accounts, required languages and any deadline. Share anonymised examples in the first conversation. Credentials and sensitive customer records should use an appropriate later process.
Send a short brief or browse the areas of work.