Follow six preparation stages and the decisions needed at each handover.
1. Register the expected arrivals
Share supplier references, package counts and tracking numbers. Agree how received cartons will be matched to your order list and how an unidentified package will be handled. Confirm receiving instructions before dispatch from the supplier.
2. Agree counts and photos
Specify whether the check covers outer packages, product quantities or selected photos. State what must be visible in the photos. Appearance checks are different from functional testing or certification; define any additional work separately.
3. Resolve differences
Keep damaged packaging, missing items and wrong variants on a discrepancy list. Decide whether to accept, investigate, request a return or wait for a replacement. Supplier return availability and domestic transport charges need confirmation.
4. Agree the waiting period
Compare arrival dates across suppliers. Set a release decision date and ask when storage charges begin, how they are calculated and who can approve an extension. Identify any goods that should move separately.
5. Confirm consolidation and packing
Approve the list of orders to combine, packaging to retain and protection to add. Record final package count, dimensions and gross weight after work is completed. Update the packing list when cartons or contents change.
6. Authorise release
Review the final cargo list, documents, route proposal and itemised cost. Record outstanding questions and the person approving dispatch. Agree the next handover contact and how available shipment updates will be communicated.
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Example receiving discrepancy record
Planning example: five cartons were expected and four arrived. Record the carton discrepancy first; do not infer the missing product quantity before checking the contents allocation.
- Expected: 5; received: 4; inbound reference: the available supplier or carrier reference.
- Question: did the supplier send the fifth carton separately, and who will check?
- Release decision: wait for clarification or approve a defined dispatch; record the decision-maker and date.