Receiving is the point where a purchase order becomes physical inventory. A fast visual check can miss a short shipment, a substituted variant or concealed damage. A consistent process creates evidence while the cartons, documents and condition are still available to inspect.
Prepare before the delivery arrives
Keep the purchase order and any supplier confirmation accessible to the receiving person. The record should identify the expected SKU, product title, packaging level and quantity. If the order uses cases while the inventory system uses pieces, write the conversion beside the line item. Review the product-record checklist before the first purchase of an unfamiliar item.
- Assign a clear receiving area away from sellable stock.
- Have a camera, count sheet and labels ready.
- Know who can accept a delivery and who handles discrepancies.
- Keep damaged or uncertain goods separated until resolved.
Record the delivery at carton level
Before opening cartons, note the carrier, delivery date, visible carton count and external condition. Photograph crushed corners, wet areas, broken seals or relabeling before the package is moved. A photograph should show both the condition and enough label information to connect it to the shipment.
Match three records
The purchase order shows what was requested. The packing slip shows what the sender says was shipped. The physical count shows what arrived. Do not replace one with another. Compare all three and record the difference on each line.
| Check | What to capture | Exception example |
|---|---|---|
| Identity | SKU, full title and variant | Correct family, wrong size |
| Quantity | Cases, displays and retail units | One display missing |
| Condition | Outer and inner packaging | Leaking or crushed unit |
| Traceable fields | Lot or date code when applicable | Mixed codes not shown on slip |
| Documents | PO, packing slip and photos | Unreferenced substitution |
Count at the inventory level
If the inventory system tracks retail units, translate the shipment to retail units before posting it. For example, 2 cases × 6 displays per case × 10 units per display = 120 units. Preserve the original case and display counts too, because those details help explain a later discrepancy.
Use an exception status
A shipment line can be accepted, accepted with a documented variance, or held. A hold keeps uncertain units out of available inventory. State the reason: wrong SKU, unknown variant, damage, missing quantity or unresolved document conflict. Avoid vague notes such as “problem with box.”
Sample units across the shipment
When a shipment contains repeated inner packs, do not inspect only the easiest top layer. Select units from more than one carton or position when practical and record what was sampled. The appropriate depth depends on quantity, product characteristics and prior discrepancies. If one sample reveals a mismatch, expand the check before releasing the line to inventory.
Keep lot, date or serial information only when it applies to that product and workflow. Do not create identifiers that are not present. If mixed identifiers appear unexpectedly, photograph them and hold the affected units until the receiving rule is clear.
Create one discrepancy package
When follow-up is needed, place the purchase order number, shipment reference, affected SKU, expected quantity, received quantity and photographs in one record. State the requested resolution clearly. Keep the original packaging until the supplier or carrier gives instructions when practical.
Close receiving with inventory and location
Post only accepted quantities, label any held stock and move sellable units to their assigned location. Record the receiver and completion time. If the count changes replenishment planning, update the reorder-point worksheet. If an unexpected product arrived, check the exact record in the MWHQ GOODS catalog rather than identifying it from appearance alone.
Measure recurring receiving problems
Review discrepancies by cause rather than only by order. A monthly count of shortages, wrong variants, damage and pack-conversion errors can show where the process fails. Pair the count with affected units and resolution time; one large shortage may matter more than several minor documentation corrections. Use the findings to update purchase-order instructions and staff training.
A reusable checklist makes training easier because the required evidence stays the same even when products change. For a question tied to a MWHQ GOODS shipment or catalog record, use the contact form and include the relevant order reference and SKU.
Content notes
A receiving workflow for matching cartons, SKUs and quantities, documenting damage and preserving a clear discrepancy record before inventory reaches the sales floor.
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Reviewed by: MWHQ GOODS Editorial Team