Receiving and exceptions

The Receiving Clerk records a physical arrival against the relevant purchase order and revision. The receipt identifies its location, date and source, with packing slip or carrier details where available. Its lines connect received quantities to order lines so a partial delivery can be handled without pretending the whole order is complete.

Inspection records accepted and rejected quantities and the reason for a rejection. A return then identifies whether goods were previously accepted and whether the expected outcome is replacement or credit. When accounts payable reports a difference, the Buyer can trace the order and receipt evidence before choosing a correction.

• Receipt detail. The Receiving Clerk captures quantities and any lot or serial references at line level. The promised date and price retained with the line support later review. The Requester handles authorized desk acceptance for relevant deliveries using the same purchasing context.
• Controlled returns. A return identifies the affected receipt line, quantity, reason and disposition. Authorization precedes shipment. Recording whether it reverses accepted quantity matters when the Buyer calculates what is still outstanding and discusses replacement with the supplier.
• Exception ownership. A match exception holds the invoice reference, type of difference and responsible owner. The Buyer selects the appropriate resolution, such as an amendment, correcting receipt, reinvoice or return. Connection delivery records retain whether the resulting evidence reached the configured destination.

Define receiving locations and identify which are managed through a warehouse connection. Agree how service acceptance differs from a dock arrival and who is permitted to record it. Set the inspection practice for the pilot categories and explain when rejected quantity should affect supplier quality review.

Confirm the accounts payable handoff. Agree the order and receipt identifiers sent outward, how exceptions return and who reconciles failed deliveries. Name the person authorized to approve returns and the person who confirms expected credit or replacement. Keep physical movement and financial completion understandable to both teams.

A supplier delivers part of an order for replacement filters. The Receiving Clerk counts the arrival and finds damaged units. Record the received quantity, accept the usable units and reject the damaged units with the reason. Post the receipt evidence and check that the order remains open for what is still due.

Raise a return for the damaged goods, record the expected replacement and obtain authorization before shipment. Then rehearse a different return of goods that had already been accepted. The team should be able to distinguish the quantity effect of these cases.

Finally, enter an invoice exception for an amount that exceeds the accepted delivery evidence. The Buyer investigates with the Receiving Clerk and Controller, chooses the correction and retains its resolution. Follow the delivery acknowledgment to accounts payable through the configured connection before treating the handoff as complete.

• Receiving queue — Draft arrivals and received deliveries awaiting inspection and posting, with receiving location and order revision.
• Match exception worklist — Open invoice differences with amounts, source evidence and assigned owners.
• Connection delivery queue — Pending or failed handoffs that need reconciliation with a connected system.

Use receiving and resolution for a partial delivery, a return and an invoice exception.