Receiving is the handoff between an order on a screen and stock your team can actually use. A repeatable check helps distinguish what was ordered, what arrived, and what still needs an answer. Prepare the paperwork and storage plan before the delivery so the person receiving it can focus on checking the goods.
Short answer
Match the delivery to the order at item and case-pack level, keep discrepancies traceable, and update usable inventory from the quantities actually received.
1. Put the order and receiving plan together
Have the submitted order, confirmed changes, supplier contact details, and available delivery information in one place. Know where to find the supplier’s current receiving and claim instructions. Do not assume the rules, required evidence, or reporting window are the same for every supplier.
Assign a receiver and a backup, and identify appropriate space for the expected goods. Plan how the team will follow product handling and storage instructions while checking the order. Keep items that need review distinguishable from stock that is ready to sell.
2. Match products, formats, and counts
Compare the delivery record with the order line by line. Check the product name, size or variant, case pack, and case quantity rather than relying on a familiar carton design. Note agreed substitutions separately so an approved change is not confused with an unexplained difference.
Convert counts into the units your inventory uses. If you ordered three cases of 12 and receive two, record 24 units received against 36 expected, with 12 unresolved. Record the physical count even when the delivery document shows the original ordered quantity.
3. Document issues while the details are available
Inspect accessible packaging and check product dates or other identifying details where relevant. For damage, an unexpected item, or a shortage, record the order reference, affected product, quantity, and a plain description. Photographs can help connect the issue to its carton and label when the supplier requests that evidence.
Follow the actual receiving process for delivery notes, signatures, and disputed items. Ask the supplier how to proceed when something is unclear, and avoid treating a driver’s informal comment as a confirmed credit or replacement. Keep the goods and records identifiable until the issue is resolved.
4. Put away with an inventory trail
Move checked goods to their planned locations using the relevant storage directions. Keep variants distinguishable and make older eligible stock accessible for rotation. If the delivery will not fit, resolve the placement deliberately instead of leaving unrecorded overflow in several temporary spots.
Update usable inventory from the checked quantities. Track goods awaiting a decision separately so the team does not promise stock that is unavailable or count the same case twice. Mark which order lines are complete and which remain open for a shortage, replacement, or other follow-up.
5. Close the loop on discrepancies and billing
Compare the invoice with the confirmed order and receiving record, including any adjustments. Send one clear issue report through the supplier’s stated channel and retain the reference. Record the agreed next action and who will check it.
When a credit, replacement, or corrected document arrives, connect it to the original issue and close that item. Review recurring differences using the records rather than memory; the goal is a clear conversation about a specific pattern.
Your quick checklist
- Prepare the order, confirmed changes, and supplier receiving instructions.
- Assign a receiver and appropriate locations for the expected stock.
- Verify item identity, case packs, quantities, and accessible condition.
- Record differences and separate unresolved goods from usable stock.
- Reconcile the invoice and track each issue through its resolution.
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Talk to our team about your product, quantity, and delivery needs. Message sales on WhatsApp at +1 (630) 540-9910, or browse the catalog to build your order.
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