How track tds deduction bank payment and purchase bill

Hi,

 Our Accountant ( Payment section ) deduct TDS while make Advance Payment agaisnt proforma Invoice. While receive a original invoice against advance payment our another one accountant ( Data Entry ) deduct TDS to same party and passed Purchase bill. 

How can i ( as a tax person ) track like this case and avoid dual time TDS Deduction. Please suggest.

Both activity done by various person. If operation team hasn't mentioned about like '' Payment Made'' on invoice, we could not identify. 

Thank You...