Warehouse Receiving When Units or Packages Do Not Match

At receiving, keep the supplier’s packaging, the actual count and the purchase order unit visible. Set damaged material aside and publish the usable quantity after its required checks.

Record the delivery as it arrives

Capture the supplier, order line, item, lot, package count, label quantity and receipt time. If the supplier writes ‘cartons’ while the purchase order uses pieces, compare the actual packaging and your approved conversion. Check the label and count before adopting a factor.

Reconcile a carton discrepancy

Suppose 100 pieces are due and ten cartons arrive. Nine intact cartons have ten pieces each. The tenth contains eight pieces and two of those have damage. The receiving note shows 98 pieces physically present, two missing, and two of the 98 held for the damage decision. If the other pieces pass the required checks, 96 can become available. Keep the order difference and the damage evidence on separate lines.

Hand the two exceptions to their owners

Our purchase order, inward and quality records link the actual received quantities to the order. Stores records the count and photographs. Quality records which pieces can be accepted. Purchasing asks the supplier about the short carton and agrees what happens to the damaged pieces. If the item or unit is still unresolved, keep the incoming stock identified and out of the available count until the record matches the evidence.

Read how to use our worked partial-receipt example and worksheet.

Bring the record and the exception to an Optiwise walkthrough. Explore our inventory workflow with the people who own that task. Optiwise implementation costs ₹0. Subscription, optional add-ons and IoT hardware are separate.

Process reference: ERPNext purchase receipt documentation.