Business operations
Record a supplier delivery discrepancy
Compare the order, the packing slip and what you physically received, line by line, in the same unit of measure. Record only the differences that remain after that comparison, with the order reference, the evidence you have and the correction you want.
A text to start with
We received a delivery from [supplier] on [date] for order [order reference]. Order lines: [lines with units]. Packing slip lines: [lines with units]. My own count of what arrived: [count with units]. Photos or notes: [evidence]. Draft a discrepancy record listing each line that differs, the expected and received quantity, and the correction I want: [replacement, credit or other]. Use my counts as given. Do not contact the supplier.
Example request. Change the details to fit your situation.Delivery discrepancy record
Supplier: [ ] Order reference: [ ] Packing slip or invoice reference: [ ] Delivery date: [ ] Received by: [ ] Line or item: [ ] Unit used on the order: [ ] Unit used on the packing slip: [ ] Expected quantity: [ ] Received quantity and how counted: [ ] Type of difference (missing, wrong item, damaged, extra): [ ] Evidence (photo, note, slip): [ ] Back-orders or partial shipments noted: [ ] Correction requested: [ ] Date sent to supplier and contact used: [ ] Follow-up owner and date: [ ]
Check units before alleging a mismatch
Many apparent shortages come from units. An order for 10 cases and a count of 120 bottles agree if a case holds 12. Confirm which unit each document uses, and whether the supplier's reference matches your purchase order and not an older one. Check for partial shipments or back-ordered lines noted separately. Make sure the count came from opening the packages, not from the outer label. Keep missing, wrong and damaged items apart, because each may need a different correction. If you cannot verify a line, say so in the source document.
Ask another agent to check the result
Compare the units, quantities and order references across the order, the packing slip and my count. For each line I call a mismatch, check whether case size, a partial shipment or a different reference explains it. Do not change my counts. List which claims the evidence supports and which it does not.
Send the source document and keep your copy
Read the finished record against the packing slip once yourself, then send it to the supplier through the contact route on your order or their terms. Keep the original documents and photos with the source document. Note the date you sent it and who follows up. Confirm the supplier's return and credit terms before shipping anything back.