Compare each delivery with the purchase order before placing it into saleable stock. Count units, check the model and specification, and note damage or substitutions while the packaging and delivery paperwork are available.
Photograph the affected carton or item and write the discrepancy on the delivery record. Contact the supplier through a traceable channel and ask how it will resolve the short shipment or replacement. Do not change the agreed product code or quantity in your stock record until the correction is confirmed.
Keep the missing or substituted goods separate from customer-ready stock. If a proposed replacement differs in size, model, or quality, assess it as a new item rather than assuming it is equivalent. Retain the supplier's response with the order and update the final received quantity accurately. Update the received quantity only after the supplier resolves the discrepancy.
