A supplier says ten packs were sent. Ten packages arrive. That still does not establish that the correct quantity of sellable products is ready to offer.
Check the delivery against the order and inspect it before making availability decisions. The receiving record should show what was expected, what arrived and what can actually be sold.
Prepare the expected-delivery record
Keep the supplier order or agreed contents available to the person receiving goods. Include product references, variants, units and quantities.
Confirm whether the supplier counts individual pieces, packs or cartons. A mismatch in units can make a correct-looking receipt produce an incorrect stock balance.
Do not use a verbal estimate when a more reliable order record exists. If the agreement is unclear, resolve the ambiguity rather than guessing.
Record arrival separately from acceptance
Note the delivery date and the available shipment reference. Check the outer package condition through your normal receiving process.
Goods can be physically received while still awaiting inspection. Do not automatically make every arriving piece available to customers.
For products requiring specialist safety, quality or regulatory checks, follow those requirements. A visual glance is not a substitute for the appropriate acceptance process.
Count and identify the contents
Compare the actual product, variant and quantity with the expected record. Check partial packs rather than assuming every container is full.
Keep similar variants separated while counting. A correct total across all colours can hide a shortage in one colour and an excess in another.
Where practical, record discrepancies while the delivery materials and labels remain available. Reconstructing them days later is harder.
Inspect sellable condition
Check the characteristics relevant to the product and the agreed specification. Distinguish transport damage, manufacturing concerns and an incorrect item.
Do not accept an unsuitable substitute into normal stock simply because the total value appears similar. The customer-facing offer depends on the correct product.
Place uncertain or damaged goods in a clearly controlled location or state so they cannot be picked accidentally.
Record the result in clear quantities
An illustrative receipt might show twelve pieces expected, eleven received, one of those eleven damaged and ten accepted as sellable. The shortage and damaged item are different issues.
Your stock entry should reflect the accepted state through the supported process, while the receiving record preserves the full story.
More columns may be available: swipe horizontally, or focus the table and use the arrow keys.
| Quantity | Meaning |
|---|---|
| Expected | What the supplier agreement called for |
| Received | What physically arrived |
| Accepted sellable | What passed the relevant checks |
| Exception | Short, damaged, wrong or awaiting a decision |
Do not force all four numbers to match just to close the delivery.
Raise discrepancies with evidence
Use the supplier's legitimate process to report the specific difference. Provide appropriate references and product evidence without unnecessary customer data.
Record the requested action and next follow-up. A replacement promised by the supplier is incoming stock, not inspected stock already available.
If a credit or other commercial remedy is involved, keep that record separate from the physical quantity. A financial adjustment does not create a missing product.
Check the supplier's delivery note against the physical result rather than signing a blanket statement you have not verified. Use the legitimate process for noting exceptions. If inspection happens later, record that distinction so arrival acknowledgement is not mistaken internally for acceptance of every item as sellable.
Put accepted stock away traceably
Move goods to the correct location and update the stock record once through the authorised workflow. Avoid one person recording receipt and another unknowingly adding the same quantity again.
Make references visible enough that the next count and picking operation can identify the items.
For a new product, check that its public description and options match the received version before enabling sales.
Use the catalogue checklist for listing accuracy and the inventory guide for movement records. Receiving is complete when the physical goods, accepted quantities and unresolved exceptions are all understandable—not merely when the courier has left.
Examples are illustrative. Confirm current features, charges and suitability before making a business decision.
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