Vendor receiving

Vendor deliveries describe an incoming or outgoing load with delivery number, vendor, receiving bay and seal reference. Status moves through the recorded arrival states, and the arrival date records when the load reached receiving. Delivery appointments give a load a sequenced stop, appointment time and location. The receiving team can follow expected arrivals without treating the appointment as proof that stock reached storage.

Receiving records the vendor’s name with the arriving load. The purchasing team supplies the agreed order reference and expected quantity. Compare that information with the actual goods before preparing a stock request, and retain the delivery note so Inventory Supervisor can follow the inspected quantity.

• Expected arrival. Inventory Clerk prepares vendor deliveries and linked delivery appointments. Use Planned and Confirmed appointment states to distinguish a planned slot from the recorded confirmation.
• Observed delivery. Record arrival date, receiving bay and the physical evidence of the load. Arrived, Unloading and Received describe delivery progress; Missed is available on the appointment when that stop does not occur.
• Stock effect. Stock requests carry the inspected item, location and requested units to Inventory Supervisor. Execution of the approved request posts stock movements and a Recorded operation receipt result.

Agree how the purchasing team identifies an expected delivery and how receiving resolves differences before requesting a stock effect. Define the base unit to use when the vendor’s packaging description differs from the item’s base unit. Verify the submitted quantity explicitly, with the agreed conversion evidence available to the supervisor.

Choose who updates the delivery and appointment states, and how a delayed arrival is handled. Record the appointment time and receiving location so the clerk knows where to expect the load. Agree how a changed slot reaches the receiving team and who confirms it. Check the updated appointment before accepting the next arrival, keeping the original delivery identity available for follow-up.

Rehearse a tomato delivery expected to contain 24 kg but inspected at 20 kg. Inventory Clerk records the arrival, checks the item and storage location, and prepares the request for 20 kg. Attach the delivery note to the parent request and ask Inventory Supervisor to review that revision. If the selected lot starts at 5 kg, the approved positive 20 kg stock effect should leave 25 kg on hand.

After approval, run the receiving action. Inspect stock movements’ signed quantity and the stock lots’ on-hand quantity result, then check operation receipts’ parent request and operation key. A load marked Received without these stock records is insufficient evidence of inventory posting. Replaying the same request-derived source effect key must return the existing effect rather than increasing stock again.

Use a second rehearsal with a missed appointment and no goods received. Retain delivery appointments’ status as Missed and preserve the purchasing follow-up outside the stock workflow. Avoid posting the expected quantity merely to clear the appointment from the schedule.

• Loads Board — Follow scheduled, arriving and received delivery records.
• Load Stops Schedule — Review the appointment time and location for each delivery stop.
• Stock Requests Review Queue — See receiving quantities awaiting the supervisor’s decision.

Use receiving and movement for the full handoff, then review connected purchasing systems.