How to record a discrepancy when goods arrive

Receiving staff use this process when a delivery differs from its purchase order. Count and inspect the goods before recording accepted and rejected quantities. Record the count you verified, not the packing slip quantity.

Before you start

• Access: Receiving permission. Work in the entity and facility receiving the goods.
• Where: Open Receiving > New Receipt, then find the supplier and open purchase-order lines.
• Receiver mode: This version of the screen shows Expected QTY and Save Receiver; it has no Zero All.

Count, inspect, and record

1. Compare products, units, and quantities with the purchase order. Keep damaged or rejected goods separate.
2. Check Receive before submitting: Default Quantity To Receipt on New PO Receipt Page can prefill the full outstanding quantity. Overwrite it with what arrived or, outside receiver mode, use Zero All first.
3. Enter unsuitable goods in Reject and choose a Rejection Reason whenever Reject is not zero.
4. Record lot or serial numbers when the item requires them.
5. For a short delivery, leave the missing quantity unreceived and tell the buyer what is still expected. Use Receive Line for a line with a nonzero Receive quantity, Receive All for reviewed lines, or Save Receiver in receiver mode.
6. Open the receipt under Shipment Receipts. Check accepted and Rejected/To Return quantities, reason, facility, and purchase-order line.

Work with purchasing and the supplier

1. Give the buyer the supplier reference, count evidence, and remaining quantity.
2. For rejected goods, create the supplier return under Receiving > Pending Supplier Returns.
3. Have purchasing and accounts payable coordinate the replacement, credit, or invoice correction with the supplier.

If you don't see what you expect

• Line missing: Check the supplier, open purchase order, facility, and remaining quantity.
• Please enter a quantity to receive.: A line with nothing accepted cannot be saved on its own. To reject a whole line, enter the Reject quantity and Rejection Reason, then select Receive All.