Receiving discrepancies: from counts to available stock
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Published by Jeton Express · JETON EXPRESS SERVICE LIMITED
Keep expected, observed and authorized quantities before preparing orders.
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Connect the supplier, purchase order, SKU, variant and counting unit. Record expected, physically observed, authorized and outstanding quantities separately. Counting sealed cases does not establish contents. Agree the checking scope and who decides on discrepancies; photographs do not replace counts or functional tests.
Meaning of statuses
Check which actions change available stock in your platform. Shopify distinguishes receiving from rejected quantities. Its 17 September 2026 update says that the 2026-10 inventory shipments API received total includes accepted, rejected and canceled quantities. That specific total does not establish physical arrival or sellable stock; confirm the version and breakdown.
Resolution and correction
In our example, 92 of 100 expected items are counted: 90 authorized and 2 awaiting review, with 8 still unconfirmed. Do not infer loss or responsibility. Keep the response, authorization and correction without adding already counted units again. Connect affected kits and orders. Transport, returns and any compensation require separate verification.
The discrepancy may concern the counting unit
As an enquiry example, the purchase document describes cases while the warehouse record shows individual items. Before concluding that units are missing, confirm the declared contents per case and the document version used at receipt. Link supplier, order, SKU and variant to ensure that the same goods are being compared. If the lot has several departures, identify the quantity expected in that delivery. Then separate an observed discrepancy from quantities whose arrival is still unconfirmed.
A record for the decision and correction
Keep the expected quantity, physical count, quantity authorized for preparation and portion awaiting a decision. Add the checking scope and observations by product or package. If photographs are agreed, link them to the reference and the time of the check. Retain the response authorizing a correction and the inventory movement performed. For kits or reserved orders, also record the affected references so preparation uses the quantity actually authorized rather than the full expected or physically observed total.
A second delivery changes the record
If a second delivery arrives after a discrepancy is recorded, compare the new units with the portion still awaiting confirmed receipt. Keep the earlier record and identify the correction made without adding already counted units again. If an integration’s displayed quantity does not clarify what physically arrived, request its breakdown and confirm the status definition. The enquiry about arrival, authorization to prepare and any potential claim still require their own responses and the documents applicable to that operation.