How do you verify the accuracy of incoming shipments?

1 Check the documents

Before you open or unload any shipment, you need to check the documents that accompany it. These may include the packing list, the invoice, the bill of lading, the purchase order, and the delivery note. Compare these documents with each other and with your own records to make sure that they match. Look for any discrepancies in the product name, description, quantity, price, weight, dimensions, and delivery date. If you find any errors or missing information, contact the sender immediately and document the issue.

2 Inspect the packaging

The next step is to inspect the packaging of the shipment. Look for any signs of damage, tampering, or leakage that may indicate that the goods have been compromised during transit. Also, check the labels and barcodes on the boxes or containers to make sure that they correspond to the documents and your order. If you notice any damage or mismatch, report it to the sender and the carrier and document the issue.

3 Count the items

The third step is to count the items in the shipment. You can use a manual or an electronic method to do this, depending on the size and type of the shipment. For example, you can use a handheld scanner, a scale, or a counting machine to verify the quantity of the goods. Compare the actual count with the expected count on the documents and your order. If there is any discrepancy, contact the sender and document the issue.

5 Record the data

The fifth step is to record the data from the verification process. You can use a paper or an electronic system to do this, depending on your preference and capability. For example, you can use a spreadsheet, a database, or an inventory management software to record the data. The data should include the date, time, location, sender, receiver, product name, description, quantity, quality, price, and any issues or discrepancies. This data will help you track and manage your inventory, as well as resolve any disputes or claims.