Check the purchase order before sending
Confirm the supplier, item codes, quantities, prices, delivery location and required date. For custom glass, compare every piece with the approved specification and drawing packet.
Review the recipient and attachments before an authorised person sends the order. A prepared draft is not evidence that the supplier has received or accepted it.
Record what actually arrives
Match the delivery to the supplier reference and purchase order. Count the received quantity and inspect the goods under your normal procedure. For a partial delivery, receive only what has arrived.
Select the physical stock location carefully. Recording a receipt in the wrong branch can make the total stock appear correct while the team cannot find the goods.
Keep exceptions visible
Record damaged, short, substituted or unexpected items against the order. Follow the agreed return or discrepancy process; do not book undelivered goods into stock to make the purchase order appear complete.
Keep the supplier's delivery note reference and any useful evidence. Separate a supplier invoice dispute from the physical receipt so both can be resolved correctly.
Reconcile the stock movement
After recording a receipt, check the ledger and available quantity at the chosen location. Reservations, transfers and usable offcuts may have their own treatment; inspect the underlying movements before making an adjustment.
Stock counts are a reconciliation process. A reasoned adjustment should explain a difference, not conceal an unidentified receipt or transfer.
If a receipt appears twice
Stop before recording another adjustment. Find the original purchase order and both movement references, then ask the authorised stock manager or support to review the correction path.
Retain the original evidence and audit trail. Deleting context or compensating with an unrelated movement makes the next reconciliation harder.
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