Warehouse Reporting
Part of Receiving and putaway technology
Investigating a receiving quantity mismatch
Trace a receiving quantity difference across the order, delivery, physical count and system records before correcting it.
Investigate a receiving quantity mismatch by preserving the original expectation and recounting the identified goods in the same unit. Compare the purchase order, supplier document, inbound load if used, physical count and registered quantity. Correct only the record shown to be wrong; never change an expected quantity just to make the screens agree.
Key Facts: Receiving Quantity Mismatch Handling
- Corrective Action Rule
- Never change an expected quantity just to make screens agree.
- Unit Separation
- Keep cartons and pieces separate until approved conversion is verified.
- Duplicate Check
- Verify no earlier or repeated entry registered same goods twice.
Fix the comparison point
Pick one purchase order line and one delivery. Record the item and variant, unit of measure, delivery reference, count location and observation time. Establish whether the reported difference is against the full purchase order, this instalment's packing slip or a planned inbound load. Those expectations can differ without a counting error.
Record / Question to answer
- Purchase order line
- What was ordered, and what had already been received?
- Supplier document
- What did the supplier say was on this delivery?
- Inbound load, if used
- What quantity was planned for this load?
- Physical count
- What was present at the observation time?
- Registration and product receipt
- What quantity did the system record at each step?
Keep cartons and pieces separate until you check the approved conversion. Before concluding that units are missing, look for another pallet, receiving position or split delivery. Check whether an earlier or repeated entry registered the same goods twice.
Find where the difference arose
If the count differs from the supplier document, retain both figures and refer the delivery discrepancy to the purchasing or supplier-contact owner. If the count agrees with the supplier document but differs from the load, inspect whether the load plan was wrong or changed.
If the count agrees with the expectation but differs from registration, review entries, units, duplicate transactions and corrections before changing the purchase order. When using inbound loads, workers register load quantities when a truck arrives at the receiving dock.
Keep the earlier planned figure in the investigation record alongside the registered quantity. The inbound-load record is used for planning and for registering order line quantities.
Correct with a traceable decision
Choose the correction that fits the evidence: register an omitted quantity, correct a mistaken entry through the supported process, amend a planning record or leave a supplier shortage open. Treat any decision to accept excess goods separately. Record the original and revised quantities, unit, reason, authoriser and transaction references.
Check whether product receipt posting has occurred before correcting a registered quantity. In Dynamics 365, posting is distinct from registration. Confirm the supported correction path for the stage reached before changing the record.
Close the case when the physical goods, purchase order obligation, receiving record and open putaway work are accounted for. If the difference remains unexplained, leave the affected stock and purchasing decision visible rather than entering a balancing figure.
