Receiving & Discrepancy Record
What arrives is not always what was ordered. This record makes the gap visible the day the van pulls away — and fixable.
What's Included
- What arrived (line by line)
- Discrepancies
- What to update, by hand
- Acceptance summary
Best For
One copy per delivery, filled in during or immediately after inspection.
Target Audience
Small businesses receiving deliveries from known suppliers.
How to Customize
Count against the PO every time. Photograph damage on the spot, tell the supplier the same day, and update your register only after inspection.
When to Use
Fill it in during or immediately after every delivery inspection.
Full Document Preview
Preview the actual editable ZuffSuite document.
OPERATIONS / RECORD
Receiving & Discrepancy Record — PO-2041, Kestrel Milling
What actually arrived, line by line — against what was ordered. Ordered is not the same as received: record shortages, damage, and backorders here, then update the register by hand.
PO reference | Supplier | Receive date | Received by | Condition on arrival |
|---|---|---|---|---|
PO-2041 | Kestrel Milling | October 2, 2026 | Ola Mensah | Pallet intact; one cup case crushed at a corner |
What arrived (line by line)
Item | Ordered | Received | Damaged / rejected | Outstanding / backordered | Condition |
|---|---|---|---|---|---|
Bread flour (25kg) | 10 bags | 8 bags | 0 | 2 bags — backordered | Good; bags dry and sealed |
Cake flour (25kg) | 4 bags | 4 bags | 0 | 0 | Good |
Rye flour (25kg) | 2 bags | 2 bags | 0 | 0 | Good |
Espresso cups (case of 24) | 24 | 24 | 2 damaged | 0 | Case crushed at corner; 2 cups chipped |
Discrepancies
Item | Problem | Supplier told | Resolution / follow-up |
|---|---|---|---|
Bread flour (25kg) | Short shipment — 2 bags backordered | Yes, same day | Kestrel to ship the 2 bags with the next route; confirm date by October 6 |
Espresso cups | 2 units damaged in transit | Yes, with photos | Request credit on the next order; recount the case before crediting |
What to update, by hand
Update On hand: +8 bread flour, +4 cake flour, +2 rye flour
Set Stock state to On order for the 2 backordered flour bags
Set the register's Next expected delivery for the flour follow-up
Recount the cup case before claiming the credit
Acceptance summary
Accepted in full: cake flour and rye flour. Partially accepted: bread flour (8 of 10; 2 backordered). Damaged: 2 cups, photos taken, credit requested. Nothing rejected outright.
Never assume the delivery is complete because the van left. Count against the PO, photograph damage, tell the supplier the same day, and only then update your stock — by hand.
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