Short, Over and Damaged
What to record when the delivery does not match the order, which is most of the time.
The receive is where reality meets the order, so it is where the awkward cases surface. All of them have a right answer.
Fewer arrived than ordered
Receive what came. The balance stays on order against the purchase order, which is exactly what you want: the vendor still owes you.
More arrived than ordered
Receive what came, then query it. Over-delivery is stock you are now holding and may be billed for, so recording it is safer than turning it away on paper while it sits in your yard.
It arrived damaged
Receive it
The units physically arrived, so your count should say so.
Raise a stock adjustment with reason Damaged goods
This takes them back out, with an explanation attached.
Raise a vendor credit if you are not paying for them
The receive is your evidence.
The wrong item arrived
Do not receive it against this order. It was never on it, and receiving it there attaches a quantity to a line the vendor did not deliver. Query it, and receive it properly if you decide to keep it.
At a glance
| What happened | Receive | Then |
|---|---|---|
| Everything arrived | In full | Nothing |
| Some arrived | What came | Balance stays on order |
| Too much arrived | What came | Query with the vendor |
| Damaged | What came | Adjust out with reason Damaged goods, and raise a vendor credit |
| Wrong item | Nothing | Query before doing anything |