Keep short, damaged and accepted quantities distinct at receiving.
Keep shortages, damage and accepted quantities visible against the expected delivery.
How to build your goods receiving discrepancies
Describe the job
Keep shortages, damage and accepted quantities visible against the expected delivery.
Review the first version
Choose how the receiving clerk records the Purchase reference and how the warehouse reviewer reviews the next step.
Refine the views
Ask First to adjust the fields and views for the people who will use the app.
Test before sharing
Walk through the process with a sample record and check who owns the next action.
Follow Receiving variance GV-057 through the handoffs.
This fictional goods receiving discrepancies example shows the ordinary handoff and the decision that remains open.
Goods receiving discrepancies example
- Record
- Receiving variance GV-057
- Expected
- 24 units
Current stage · Receiving coordinator
Compare the delivery with the order
A fictional purchase order expects 24 display units.
Read the full walkthrough
Compare the delivery with the order
A fictional purchase order expects 24 display units.
- Record:
- Receiving variance GV-057
- Expected:
- 24 units
Separate accepted and damaged units
Receiving counts 23 delivered, including one damaged unit, so only 22 are accepted.
- Record:
- Receiving variance GV-057
- Delivered:
- 23 units
Assign the supplier discrepancy
The buyer records one missing and one damaged unit for supplier follow-up.
- Record:
- Receiving variance GV-057
- Accepted:
- 22 units
Reconcile the outstanding balance
The reviewer keeps two units unresolved instead of marking the order fully received.
- Record:
- Receiving variance GV-057
- Unresolved:
- 1 missing and 1 damaged
What to include in your goods receiving discrepancies
Keep the Purchase reference in context
Keep Purchase reference, delivery reference, item, expected quantity, accepted quantity, damaged quantity, shortage and follow-up owner together so the next person can understand the request or record.
When the next step needs a decision
A sample purchase order expects 24 display units. Receiving counts 23 delivered, including one damaged unit, so only 22 are accepted.
Keep follow-up owner visible
Give the receiving variance an owner and keep the missing balance open.
Choose what each person needs
Give the receiving clerk a working view and the warehouse reviewer a review view. Keep Purchase reference and delivery reference attached to the decision as the work moves between them.
Questions about goods receiving discrepancies
Start with Purchase reference, delivery reference, item, expected quantity, accepted quantity, damaged quantity, shortage and follow-up owner. Describe who enters the information and who reviews the next step.
Try the workflow with your own process in mind.
Start with your workflow and make it yours.
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