Receiving a supplier order is the point where recorded inventory meets actual merchandise. A rushed inspection can let incorrect quantities, damaged products, incomplete labels, or untraceable batches enter stock. These discrepancies later resurface as inventory errors, stockouts, and customer complaints.
A short, consistent procedure for every delivery protects margins and catalogue quality. It should distinguish the immediate parcel inspection, the reconciliation of documents, and the commercial approval required before items go on sale.
Preparing for delivery in advance
Keep the purchase order listing product references, variants, quantities, agreed prices, and delivery terms. Set aside an area where incoming parcels can be kept separate from available stock. No merchandise should go onto the shelves before it has been checked.
This separation prevents the sale of unrecorded products or mixing disputed batches with approved inventory. It becomes essential when several deliveries arrive on the same day.
Checking the exterior of the parcel
Before opening, verify the number of parcels, the sender’s identity, and the condition of the packaging. Photograph any visible damage and retain evidence needed for a claim. A vague reservation does not describe the problem: record the affected area, the type of damage, and the parcel concerned according to the carrier’s procedure.
Inspecting the exterior does not replace checking the contents. An undamaged carton may contain a picking error, a leaking bottle, or an inadequately protected product.
Reconciling the order, delivery, and invoice
| Check | Reference document | Discrepancy to record |
|---|---|---|
| Product reference and variant | Purchase order | Substitution or unordered item |
| Quantity received | Delivery note | Missing or excess quantity |
| Price and discount | Invoice | Price differing from the agreement |
| Saleable condition | Internal standards | Breakage, leakage, defect, or dirt |
| Label and batch | Product and supplier information sheet | Missing or inconsistent information |
Record each discrepancy against the relevant product reference. A general comment on the delivery will not allow you to correct stock or calculate the value of the dispute.
Adapting checks to esoteric product categories
For herbs, bark, flowers, and roots, check the packaging, the botanical identification supplied, the batch, and the integrity of the bag. For resins, powders, and salts, verify the stated weight or commercial size. For oils, waters, inks, and tinctures, look for leaks, damaged labels, and any supplied precautions.
Where a product may fall under the CLP Regulation, compare the label with supplier documents before placing it on sale. The article When does the CLP Regulation apply? explains the key considerations.
Isolating non-compliant products
Any disputed item must remain clearly identifiable and unavailable for sale until a decision is made. Mark its status in your system and keep photographs, batch numbers, quantities, and correspondence. This quarantine prevents the item from being sold or counted as sound stock.
Recording stock at the right time
Confirm only the quantities actually accepted. Unordered surplus, broken goods, or quarantined products must not inflate available inventory. Reconciliation then improves the reliability of stocktaking and replenishment management.
Assign a reason to each adjustment: supplier error, transport damage, data entry error, or labeling defect. Monthly analysis can reveal which suppliers, carriers, or product categories need closer inspection.
Formalizing a supplier claim
A claim should include the order number, invoice, product reference, quantity, nature of the discrepancy, photographs, and requested resolution. Check the terms agreed with the supplier and meet any applicable reporting deadlines. In business-to-business relationships, the general terms and conditions and the contract govern delivery, inspection, and payment.
Choosing the right partner from the outset remains crucial. The guide How to choose a wholesaler complements this procedure, while the Product sourcing page outlines Esotericae’s purchasing principles.
Professional sources
The French government’s business portal explains the role of invoices and when they are issued in its guide All about invoicing. Its guidance on payment deadlines between businesses also covers the possibility of a contractual acceptance or verification procedure.