• Record actual quantity physically received.
  • Compare item and unit of measure with the order.
  • Document visible damage where useful.
  • Segregate disputed goods if they should not enter available inventory.
  • Record serial, lot or package information when relevant.
  • Notify purchasing or supplier through the authorized process.
  • Do not change system quantities merely to match the invoice.
  • Track replacement, return, credit or cancellation to closure.
  • Update supplier performance where appropriate.
  • Keep the discrepancy record with the purchase file.
Adapt it: Add the approvals, legal requirements, tax fields, system references and retention rules that apply to your organization and jurisdiction.