Receiving record
Delivery Quantity and Inspection Reconciliation
Enter each delivery line in one counting unit. The worksheet separates a shortage or excess from items not yet inspected and from damage observed. It doesn’t decide responsibility, compensation, insurance cover or claim deadlines.
Enter records → review differences or arithmetic → resolve missing evidence. No order or approval is generated.
Enter your records
Every field is required for a complete record. Enter 0 only when zero is deliberate; missing values remain unresolved. Use non-confidential references only.
Record fields
- Delivery line or item reference
- Counting unit (same for every quantity)
- Expected quantity
- Received quantity
- Inspected quantity
- Damaged quantity (out of those inspected)
- Delivery note, photo or packing reference
Reviewable result
Enter records to begin.
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Worked example
A receiving team at a hotel site reconciles three delivery lines of vanity and faucet cartons against the packing list after unloading.
Example figures are invented for illustration. They are not product data, prices or a quotation.
Example inputs
| Delivery line or item reference | Counting unit (same for every quantity) | Expected quantity | Received quantity | Inspected quantity | Damaged quantity (out of those inspected) | Delivery note, photo or packing reference |
|---|---|---|---|---|---|---|
| Vanity cabinet 36 in, Carton A | cartons | 24 | 24 | 24 | 1 | Delivery note DN-1, photo set 1 |
| Basin faucet, Carton B | cartons | 24 | 22 | 22 | 0 | Delivery note DN-1, photo set 2 |
| Shower enclosure panel, Carton C | cartons | 12 | 12 | 8 | 0 | Delivery note DN-2, photo set 3 |
Result from the worksheet
Delivery Quantity and Inspection Reconciliation LOCAL WORKSHEET — review before using Line 1 · Vanity cabinet 36 in, Carton A (cartons): received equals expected; unchecked 0; observed damaged 1. Evidence: Delivery note DN-1, photo set 1. Line 2 · Basin faucet, Carton B (cartons): short 2; unchecked 0; observed damaged 0. Evidence: Delivery note DN-1, photo set 2. Line 3 · Shower enclosure panel, Carton C (cartons): received equals expected; unchecked 4; observed damaged 0. Evidence: Delivery note DN-2, photo set 3. REVIEW ITEMS Line 1: reconcile quantity difference, unchecked items or observed damage against the delivery record. Line 2: reconcile quantity difference, unchecked items or observed damage against the delivery record. Line 3: reconcile quantity difference, unchecked items or observed damage against the delivery record. No product, order, installation or commercial approval is generated.
How to read it
Line 2 expected 24 cartons and received 22, so the tool shows short 2. Line 3 received 12 but inspected 8, leaving unchecked 4, which stays open rather than counting as undamaged. Line 1 matches on quantity, and its observed damaged 1 is reported separately, not subtracted from received. All three lines are listed as review items to reconcile against the delivery record; the tool assigns no responsibility.
Use one counting unit per line
Don’t compare cartons received with individual fixtures expected on the same line. Name the unit and use it for every quantity. Split lines where cartons hold mixed configurations. Take quantities from delivery and inspection records you can identify, not from the outside of unopened packaging.
Keep inspection and damage apart
Unchecked quantity is received minus inspected, and damaged quantity can’t exceed inspected quantity. Shortage or excess compares received with expected; damage is reported separately and is not subtracted from the received quantity. Impossible combinations are flagged, never silently adjusted.
Record what you saw, not who is to blame
Reference evidence that is kept in the project record. A discrepancy can justify an investigation without showing when damage happened or who is responsible. Notice requirements and remedies depend on the agreed contract and proper advice; the worksheet doesn’t judge whether a claim is valid.
Receiving record questions
Can expected pieces be compared with received cartons?
No. Use the same counting unit for every quantity on a line.
Is an uninspected item treated as undamaged?
No. It stays unchecked.
Is damage deducted from the received quantity?
No. Receipt and observed damage are reported separately.
What if the inspected quantity is higher than the received quantity?
The line is inconsistent and is left out of the reconciliation until corrected.
Does the result establish supplier liability?
No. It records arithmetic and observations, not responsibility or claim acceptance.
Discuss the reviewed requirement
Use the result to identify questions for WNS Global. Offered products, specifications and commercial conditions still require separate confirmation.