01 / REVIEW
Record what arrived
Note date, supplier, purchase-order reference, packing-list reference and visible lot labels. Keep observed condition separate from the seller’s product description.
02 / REVIEW
Compare identifiers
Match the delivery to the existing record. If codes differ, preserve both and open a discrepancy. Do not normalize two different strings into one without a documented explanation.
03 / REVIEW
Assign the next action
Record who will resolve missing or conflicting information. Keep material disposition decisions with the authorized team; this worksheet does not direct acceptance or rejection of goods.
Capture identity while the packaging is still present
Receiving is the moment when a paper description can be compared with the actual shipment. Photograph bundle identifiers before straps, tags and wrapping disappear. Record the delivery reference, date, observed quantity and the person making the record. Keep the supplier identifier alongside any internal receiving number.
Separate what the documents say from what you observed. If the packing list says Bundle A and the attached tag says Bundle B, preserve both. A receiving record should expose the discrepancy, not quietly repair it by selecting whichever number is more convenient.
Use separate fields for stated and observed information
| Field | Supplier record | Receiving observation |
|---|---|---|
| Lot identity | Reference as printed | Reference visible on material |
| Quantity | Unit and tally supplied | Count and measurement basis used |
| Condition | Any stated delivery condition | Visible condition and photograph reference |
| Disposition | Expected destination | Accepted, segregated or awaiting clarification |
For example, a fictional delivery contains two labeled bundles and one untagged bundle. Record the identified material separately. Give the untagged bundle a temporary local reference and retain its location, but do not assign it the origin claim of the neighboring bundle. Ask the supplier to establish the relationship.
If recounting resolves a quantity difference, keep the original observation and the dated correction. If the identity remains uncertain, show that uncertainty in later transfers. Moving the material into stock should not erase the receiving exception.
A lot-record scenario
Fictional example: the packing list says batch B-27 while the bundle label says B-72. Both values remain in the record until the supplier provides a documented clarification.
Use the result
Keep the completed review with the relevant project record. Assign unresolved items before relying on a conclusion. If the material, condition or document changes, revisit the affected questions.
Evidence workspaceTechnical references
General background for the subject. Project worksheets and fictional situations are original review aids, not official agency forms.
APHIS: Lacey declaration guidance