Why do supplier delivery discrepancies require an evidence checklist?
For overseas companies and e-commerce sellers that purchase from multiple suppliers in China and then consolidate goods for export through a China fulfillment warehouse, supplier delivery is the link in the entire supply chain most prone to information breaks. The supplier says 500 units were shipped, but the warehouse actually receives 480; the supplier says the outer carton is intact, but the warehouse sees it has been resealed; the supplier says the carton markings are clear, but the warehouse finds the labels are blurry and the SKU cannot be identified. If these discrepancies are not recorded on the spot, subsequent accountability, replacement, claims, or inventory adjustments will become very passive.
This article focuses on the scenario of a supplier delivery discrepancy evidence checklist China warehouse and provides an actionable receiving discrepancy evidence checklist. It does not resolve the determination of "who is right or wrong"; rather, it ensures that when a discrepancy occurs, you have sufficiently complete and traceable records to communicate effectively with the supplier, warehouse, and logistics provider.
At which stages do receiving discrepancies usually occur?
The supplier delivers to the China fulfillment warehouse, and discrepancies may occur at multiple points:
- Transportation stage:Carrier lost, damaged, or misdelivered the package
- Handover stage:Delivery note does not match the actual goods; items were not checked one by one at the time of signing
- Packaging stage:The outer carton quantity does not match the packing list, and carton markings are mislabeled or have fallen off
- Counting stage:The warehouse receives by carton but does not open them, and the actual inner contents quantity does not match the declaration
- Labeling stage:Missing or incorrect SKU labels, batch numbers, or carton marking information
Discrepancies at different stages require different types of evidence. Below, we proceed in the order of "record first, then verify, then communicate."
Category 1 Evidence: Waybills and Delivery Notes
Waybills and delivery notes are the primary evidence for receipt discrepancies. The warehouse should record the following upon receipt:
- Carrier name and waybill number
- Delivery note number or supplier shipment number
- Delivery date and actual warehouse arrival time
- Delivery vehicle or driver information (if obtainable)
- The number of cartons and pieces declared on the delivery note
- The actual number of cartons and pieces received
If the number of cartons on the delivery note does not match the actual goods, the discrepancy should be noted at the time of signing, rather than signing as "intact" first and explaining afterward. For overseas businesses, it is best to require the warehouse to keep photos or scanned copies of the delivery note in the receiving record, to facilitate subsequent reconciliation with the supplier.
Category 2 Evidence: Carton Markings and Labels
Carton markings are key to identifying cargo ownership and SKU. During receiving, they should be checked and recorded:
- Whether the outer carton markings are clear, complete, and scannable
- Whether the SKU, quantity, and batch on the carton markings match the delivery note
- Whether there are cases of carton markings being mislabeled, placed upside down, fallen off, or covered
- Whether the carton markings of multiple cartons are consecutive with no skipped numbers
If the carton markings are abnormal, it is recommended to take photos as evidence and note the specific carton numbers in the receiving record. If the carton markings cannot be identified, the warehouse can temporarily hold the goods in a "pending confirmation" status, and only put them into storage after the supplier provides the correct information, so as to avoid bringing incorrect labels into the inventory system.
Category 3 Evidence: Quantity Count Records
Quantity discrepancies are the most common point of dispute. Counting records should distinguish between two methods: "count by box" and "open-box counting":
| Counting method | Applicable situations | Record contents |
|---|---|---|
| Count by box | Outer box intact, box labels clear, supplier reputation stable | Number of boxes, declared quantity per box, total declared quantity |
| Open-box counting | High-value items, prone to mis-shipment, abnormal box labels, or first-time cooperation with supplier | Actual inner contents quantity, SKU, and appearance condition per box |
If, after counting by carton, you find that the total quantity does not match the delivery note, you should record the discrepant carton numbers and discrepant quantities. If you open cartons to count, it is recommended to record the actual quantity carton by carton and keep counting photos. Note: Opening cartons to count will increase processing time; whether to do it and the scope of execution need to be agreed with the warehouse in advance.
Category 4 Evidence: Photo and Video Records
Photos are the most intuitive evidence in discrepancy communication. It is recommended to take at least the following types:
- Panoramic photos:Stacking condition of outer cartons when the entire shipment arrives at the warehouse
- Carton marking photos:Close-up of the carton markings on each abnormal carton
- Outer carton photos:Abnormalities such as damage, re-taping, water stains, deformation, etc.
- Unboxing photos:Inner item arrangement, quantity, and packaging condition
- Detail photos:Close-ups of defects, mislabeling, wrong style, or wrong color
- Weighing photo:If needed, record the weight of a single box or the entire batch
When taking photos, it is recommended to keep an identifiable box number or waybill number in the frame, to avoid photos that cannot be matched to specific goods. The purpose of photos is to record facts, not to draw conclusions about product functionality or compliance.
Category 5 Evidence: Receiving Time and Condition Records
The timeline is crucial in discrepancy handling. It is recommended to record:
- The supplier shipping time
- The carrier pickup time
- The time the goods arrive at the China warehouse
- The time the warehouse completes receipt registration
- Time the discrepancy was discovered
- Time the supplier was notified
A complete timeline helps determine whether the discrepancy occurred in transit or after handover, and also makes it easier to explain to your supplier "at which point the discrepancy was discovered."
Summary of Receiving Discrepancy Evidence Checklist
Organize the above into an actionable checklist for item-by-item confirmation during warehouse receiving:
- Tracking number and delivery note number have been recorded
- Delivery date and actual warehouse arrival time have been recorded
- Carton count and piece count declared on the delivery note have been recorded
- Actual received carton count and piece count have been recorded
- Carton mark legibility, SKU, quantity, and batch have been verified
- Abnormal carton numbers have been flagged
- Confirmed by box or unboxing counting method
- Quantity discrepancies have been recorded down to the specific box number
- Panoramic, box label, outer box, unboxing, and detail photos have been taken
- The receiving timeline has been recorded
- The discrepancy has been communicated to relevant parties and communication records have been retained
Handling process after a discrepancy is discovered
After discovering a discrepancy, it is recommended to handle it in the following order:
1. Hold off on warehousing or mark as pending confirmation
For goods with quantity, labeling, or packaging discrepancies, do not merge them directly into available inventory. You can set a "pending confirmation" status to prevent incorrect inventory from being used in subsequent picking and packing.
2. Compile the evidence package
Compile the waybill, delivery note, box label photos, counting records, exception photos, and timeline into an evidence package and send it to the supplier or relevant parties.
3. Confirm the cause of the discrepancy with the supplier
Common causes include short shipments, wrong shipments, damage during transit, incorrect box label application, etc. After confirming the cause, decide whether to reship, exchange, adjust inventory, or take other handling measures.
4. Update inventory and order plans
The discrepancy resolution outcome will affect subsequent fulfillment. If a batch of goods cannot be shipped out as originally planned, picking, packing, and shipping arrangements need to be adjusted promptly to avoid impacting downstream customer orders.
5. Record and review
Record the type, cause, and handling method of this discrepancy as a reference for future supplier selection, packaging standard agreements, and receiving processes.
How to coordinate with the fulfillment warehouse to reduce discrepancies
Discrepancies cannot be completely avoided, but they can be reduced through process design. Overseas companies can agree in advance with the fulfillment warehouse on:
- Which suppliers or which SKUs require opening boxes for counting
- Unified format requirements for carton markings and labels
- Temporary storage and notification methods for abnormal goods
- The scope of photo shooting and how photos are stored
- Who organizes the discrepancy records and within what timeframe feedback is provided
ImagineShip can provide services such as supplier receiving, cargo consolidation, basic quality inspection and photography, warehousing, relabeling, repackaging, inventory organization, pick-and-pack, and arranging international shipping. If you need to consolidate goods from multiple suppliers into a China warehouse and then ship them overseas together, you can check /warehouse-fulfillment/ Understand the scope of operations, and through /contact/ Communicate your receiving and discrepancy record requirements.
Frequently Asked Questions
Do supplier delivery discrepancies always require opening boxes and counting to be discovered?
Not necessarily. Counting by carton can identify discrepancies at the carton count and carton marking level, but issues such as inner item quantities, wrong items, and wrong colors usually require opening the cartons to count and can only be found that way. Whether to open cartons depends on the value of the goods, supplier stability, and your risk tolerance.
What level of detail should photo evidence capture?
At minimum, the carton number, waybill number, abnormal areas, and quantity status should be clearly visible. The purpose of photos is to record facts, and the specific scope of what to photograph can be agreed upon with the warehouse in advance.
How long should discrepancy records be kept?
We recommend keeping them at least until the shipment has completed outbound shipping and reconciliation with the supplier has been completed. The specific retention period can be determined based on your business and compliance requirements.
Will the warehouse help me hold the supplier accountable?
The warehouse's responsibility is to receive goods, keep records, and provide evidence. Communication with suppliers, pursuing accountability, and arranging replacements are usually handled by you or your procurement team. The warehouse can provide receiving records and photo support as agreed.
What should be noted when customs clearance and taxes are involved?
Customs and tax authorities in different destination countries have their own regulations for imported goods. We recommend that you directly check the latest official requirements published by the destination country's customs or tax authority, or consult a local professional advisor, to obtain accurate information applicable to your specific goods.
