Record what the PO and delivery ticket say separately from what was observed: item, quantity, unit and packaging condition. Divide the delivery into groups with clear review states, retain evidence and assign a decision owner. Arrival at the jobsite does not prove conformity with the order; damaged packaging alone does not establish that the material is defective. Do not edit the source document merely to make the figures match.
1. Identify the PO, line and accompanying document
Before marking a delivery received, connect the event to the supplier, project, PO number and applicable revision. Record the delivery-ticket number, arrival date and observer. If the order changed, establish which revision the supplier and receiving team used.
Compare item code, identifying description or specification, quantity and unit of measure. A similar name or packaging color is not enough to identify the item. If a clear item number is missing, retain the available label or identifiers and record the gap. Do not change a document description to make a substitute look like the ordered item.
2. Separate quantity, identity and observed condition
“100 arrived” answers only the physical-count question. Separately record how many units were identified as the requested item, how many have a different identifier and how many still need assessment. Describe an observation, such as a different label or torn packaging, rather than an unsupported conclusion about quality or responsibility.
Oracle’s legacy Purchasing help records inspection action, quantity, unit, reason and comment separately. This illustrates that quantity and inspection outcome are distinct information in Oracle; it does not establish a quality-inspection module or automatic acceptance in Novapro.
The authorized person decides on use, separation, return or specialist assessment under the site’s procedures for that material. An exception record is not a safety or engineering approval, and this guide does not direct anyone to open, move or use material whose condition is uncertain.
Further reading: Oracle Purchasing: inspecting received items — legacy documentation
3. Worked example: 100 arrived, with different review states
In this fictional example, the PO is for 100 units of item A and the delivery ticket lists 100. The jobsite count is 100 physical units: 92 were identified and checked against the example’s requirement, five carry item B’s identifier, and three have damaged packaging awaiting assessment. No customer data or approved substitution is assumed.
The groups of 92, five and three total 100, but the entire 100 should not be marked as matching the PO. The five differently identified units require clarification and a decision; the other three require assessment. These eight unresolved units are not necessarily a final shortage: specification checks, an authorized substitution or packaging assessment may change the outcome.
If a replacement shipment is sent, link it to the exception and original line. Record any return as a separate movement as well. Retain the first arrival and avoid counting replacement quantities twice. Invoice, credit and billing decisions follow the appropriate financial review; this count alone does not decide them.
| Item group | Example quantity | Known observation | Remaining review |
|---|---|---|---|
| Identified and checked | 92 | Item A against the example requirement | Retain the check evidence |
| Different identifier | 5 | Label identifies item B | Clarify substitution and authorization |
| Packaging awaiting assessment | 3 | Packaging damage observed | Assessment by the authorized person |
| Physical total | 100 | All three groups together | Does not approve conformity of every unit |
4. Preserve evidence alongside the decision
A useful record includes an overview tying the observation to the delivery and a readable view of the label or relevant area, where photography is permitted and safe under site procedures. Add the document reference, location, date and a short factual description. Avoid unnecessary personal or sensitive information.
Microsoft documents distinctions between registration, inspection and product receipt in Dynamics 365, together with a reference to the supplier’s packing slip. This is an example in another system. Novapro brings POs, delivery documents and invoices into the project context; this does not establish quarantine management, quality decisions or automated supplier disputes in the product.
Attach the decision maker, date, scope and evidence to the decision. Approval concerning five units does not necessarily approve the whole delivery. A later update should explain what changed while retaining the initial observation.
Further reading: Microsoft Learn: product receipt against purchase orders
5. Hand over an exception record the team can act on
Suggested worksheet: PO and revision ___, line ___, delivery ticket ___, project ___, expected item ___, observed identifier ___, quantity and unit ___, review state ___, evidence ___, decision and approver ___, next action ___, owner ___, follow-up date ___. These are proposed team-record fields, not a description of existing application fields.
Before closing the exception, ensure the jobsite team, procurement and approver understand what remains open and what was decided. Route the effect on work timing or a follow-up shipment for review without declaring that the entire order has been received as required. A Novapro demo can explore the document trail and review questions using a sample without sensitive information.
Practical checklist
- Identify the PO, revision, line and delivery ticket
- Keep the physical count separate from the review outcome
- Record item identity, unit and packaging observations as facts
- Reconcile the groups to the count without counting a unit twice
- Give each decision a scope, approver and evidence
- Assign an owner and follow-up date to clarification or replacement
Prepare a sample PO, delivery ticket and exception record without sensitive information. Explore the project context and review points.
Request a document-matching demoFrequently asked questions
Does damaged packaging mean the material is defective?
Packaging alone does not establish that conclusion. Record the observation and refer it to the authorized person under the material-specific site procedure. The record is not approval to use or reject the material.
What if the count is correct but the item code differs?
Record an item-identity discrepancy, retain the observed identifier and check the PO and relevant authorization. An equal unit count does not prove that a substitute is suitable or approved.
Should we edit the delivery ticket to match the count?
Retain the source document and attach the count and discrepancy record. Link any corrected document received through the appropriate process to the original with an explanation. Do not erase the initial event to create an apparent match.
Keep reading
How to Track Partial Deliveries and Delivery Tickets →
Invoice vs. Purchase Order Discrepancies: How to Review and Resolve Them →
Purchase Order Acknowledgement: What to Check in a Supplier’s Response →