Checking a supplier delivery at receipt

Key takeaways

• Before the vehicle leaves, compare the order to the delivery note and then the note to quantity and condition received.
• Record shortage, overage, or damage with a photo and discrepancy note acknowledged by receiver and supplier.
• Add only the usable quantity actually accepted into stock. Mark rejected or quarantined goods separately, otherwise available inventory will be overstated.

pDaftar capabilities

• pDaftar provides reports and statistics based on recorded business activity.

Workflow inputs

Before the vehicle leaves, compare the order to the delivery note and then the note to quantity and condition received.

The receiver first identifies order reference, item, and expected unit on the document. They then record actual sealed cases, inner quantity, expiry date, and visible damage rather than assuming the note is correct.

Operating sequence

Record shortage, overage, or damage with a photo and discrepancy note acknowledged by receiver and supplier.

When price or quantity differs, do not accept the full document without qualification. Record the discrepancy with the supplier representative and distinguish accepted goods from the portion returned.

• Match the purchase order, delivery document, and arriving batch reference.
• Inspect quantity, condition, and unit of measure before acceptance.
• Record accepted and rejected quantities separately with the reason.

Posting the accepted quantity

Add only the usable quantity actually accepted into stock. Mark rejected or quarantined goods separately, otherwise available inventory will be overstated.

Limitations

• Intact outer packaging does not guarantee the contents. If a hidden defect appears later, follow the contract deadline and evidence requirements for supplier claims.

Sources

1. pDaftar pricing — pDaftar
2. pDaftar features — pDaftar
3. Starting a Business and Keeping Records — Internal Revenue Service
4. IAS 2 Inventories — IFRS Foundation