Receiving is the point where an accurate purchase order becomes verified store inventory. A short, repeatable inspection process protects the buyer, the supplier and the staff member who later discovers a mismatch.
Record the shipment before opening it
Match the carrier label to the expected order and photograph visible carton damage before cutting tape. Record the delivery date, carton count and name of the person who accepted the shipment.
Keep the packing slip with the receiving record. Do not discard the outer carton until the count and condition review is complete.
Count by exact SKU and variation
Verify the brand, product line, format and every ordered variation. The pod systems catalog shows why a kit and its replacement pod need distinct receiving records. Similar packaging can make a flavor or strength mismatch easy to miss. Count sellable units as well as inner packs when the purchase order uses a different unit of measure.
Mark each line as complete, short, over or substituted. A clear exception code is more useful than a note that simply says the order is wrong.
Check condition and sale readiness
Look for crushed packaging, broken seals, leakage, missing labels or other visible issues. Separate affected units immediately so they are not entered into available inventory.
Follow the store policy for any lot, batch, date or serial information that must be retained. Requirements differ by product and jurisdiction; staff should use the store compliance procedure rather than inventing a rule at the receiving table.
Report discrepancies with evidence
Send the order number, exact SKU, affected quantity and concise description. Include the photographs requested by the support team. Avoid sending full payment details or sensitive documents through an ordinary contact form.
Close the receiving record only after the inventory adjustment and support case are linked. That prevents the same shortage from being counted twice.
Once shortages, credits and substitutions are resolved, carry the corrected cost into the 30-day inventory cash review so the next buying decision uses actual landed cost.
Receiving exception codes
Short codes make a receiving log easier to summarize without replacing the supporting notes and photographs. Use one definition consistently across locations.
| Code | Meaning | Minimum evidence |
|---|---|---|
| SHORT | Fewer sellable units received than the packing record states. | Order line, expected quantity, received quantity and carton count. |
| OVER | More units received than documented. | Order line and counted quantity before stock is released. |
| VAR | Wrong flavor, strength, color, size or other variation. | Exact ordered and received variations plus label photograph. |
| DMG | Visible carton or sellable-unit damage. | External and item-level photographs taken before disposal. |
| HOLD | Item separated pending an internal or supplier decision. | Reason, quantity, storage location and assigned owner. |
Do not make regulated-product disposition decisions from a generic checklist. Follow the store’s written policy and the instructions supplied for the specific order.
Action checklist
- Verify order number and carton count.
- Photograph external damage before opening.
- Count exact SKUs and variations against the packing slip.
- Quarantine damaged or questionable units.
- Record shortages, overages and substitutions separately.
- Retain the carton and evidence until support provides instructions.
Use the plan with your next wholesale order
For an existing order or delivery issue, follow the details requested on the wholesale support page.