Short, Over and Damaged
Deliveries go wrong in three ways and each has a different right answer.
The common thread is that you record what is true on the dock and fix the paperwork afterwards, never the other way round.
The three cases
- Short delivery. Receive what came. The order stays partially received until the rest arrives or you close it short.
- Over delivery. Raise the purchase order line first, then receive. This keeps the agreed record honest rather than silently absorbing extra stock.
- Damaged goods. Receive separately as damaged so they are not offered for sale, then arrange a vendor credit.
What to do next
| Situation | Receive | Then |
|---|---|---|
| Fewer units than ordered | Receive what arrived | Chase, or close the order short |
| More units than ordered | Raise the line, then receive | Query the extra, or keep and pay |
| Damaged on arrival | Receive as damaged | Raise a vendor credit for the value |
| Wrong item entirely | Do not receive it | Return it and query the order |
| Nothing at all arrived | Do not receive | Chase, then close short or cancel |
Damaged stock afterwards
Damaged units sit in stock on hand without being available to sell. They stay there until somebody decides: return them to the vendor, write them off with a stock adjustment, or repair and release them. Leaving them indefinitely quietly overstates your stock value.
- Received damagedOn hand, not available
- Vendor creditValue recovered
- DecisionReturn, write off or repair
- Stock adjustmentIf written off