Inbound Receiving Discrepancy Board
Each inbound load checked against its shipping notice and purchase order, with shortages sent to the buyer and the invoice that day.
These images are illustrations of the concept, not screenshots of the actual product.
Overview
In supply chain and procurement, receiving is where a supplier's shipping notice and the purchase order meet what actually came off the truck, and in many warehouses it is still recorded on paper. This MoveTheWheels concept illustrates an Inbound Receiving board that checks each of today's inbound loads line by line against the supplier's advance shipping notice (ASN) and the purchase order, and records shortages, overages, damage and wrong items once, with photos.
When a discrepancy is written on a packing slip, its consequences rarely follow it. The invoice is paid in full for goods that never arrived, the buyer hears about a shortage weeks later, the supplier is told late or not at all, and nobody can see which suppliers deliver short most often.
The desktop illustration shows the board under Inventory for one distribution center, with a banner counting loads received today and those with discrepancies. A Today's loads list gives each purchase order with its supplier and dock door, badged Short, Matched, Damaged or Wrong item. A Line check panel for the selected purchase order lists each item with the quantities ordered, on the ASN and received, and the variance, including a shortage and a damaged quantity, above receiving photos of pallets and damaged cartons with who took them and when. A Next steps panel lists the invoice held for three-way match by FluidGrids, a debit memo request sent to the buyer, the supplier told via Botlit and the receipt added to a supplier delivery console in BigConsole, with Accept variance and Request replacement buttons. The mobile illustration takes a receiving clerk at the dock door through Receive load, from scanning and counting each line to checking it, recording a reason and a damage photo, and submitting the receipt.
Each discrepancy is designed to carry its consequences forward to other Burdenoff products. FluidGrids is designed to put the matching invoice on hold with a stated reason and send the buyer a debit memo or replacement request, Botlit is designed to tell the supplier what was found, and receipts and discrepancies are designed to reach a BigConsole supplier delivery console through a FluidGrids datasink. Within MoveTheWheels, receiving sits under Inventory, and the phone shares the Deliveries, Map, Scan and Profile tabs of the driver app.
What this concept shows
- Today's inbound loads by purchase order and dock door, badged Short, Matched, Damaged or Wrong item
- A line check of quantities ordered, on the ASN and received, with the variance
- Receiving photos attached to the discrepancy
- An invoice held for three-way match by FluidGrids, and a debit memo request to the buyer
- The supplier told what was found via Botlit
- Receipts added to a BigConsole supplier delivery console
- Accept variance and Request replacement actions
- A dock-door phone flow from scan and count to check and submit
How it works
- A receiving clerk scans the load at the dock door and counts each line on a phone.
- Each line is checked against the ASN and purchase order, and shortages, damage or wrong items are logged with a reason and photos.
- The clerk submits the receipt, and the buyer and accounts payable are told.
- FluidGrids holds the matching invoice with a stated reason and sends the buyer a debit memo request.
- Botlit tells the supplier what was found.
- The receiving lead accepts the variance or requests a replacement, and the receipt reaches the BigConsole supplier delivery console.
Who it's for
- Receiving clerks
- Warehouse receiving leads
- Buyers and procurement teams
- Accounts payable teams
- Supplier performance managers
Illustrations
2 illustrations of this concept. Select one to view it full size.
Inbound Receiving with Line Check and Next Steps
This illustration shows a dark-themed Inbound Receiving page for one distribution center, with Inventory selected in the sidebar and a banner counting loads received today and those with discrepancies. A Today's loads list shows four purchase orders with supplier and dock door, badged Short two pallets, Matched, Damaged one pallet and Wrong item. A Line check panel for the first purchase order lists packaging items (flip caps, spray heads and pumps) with ordered, ASN, received and variance columns: one line short, one short by a damaged quantity and one matched. Below, three receiving photos show shrink-wrapped pallets and damaged cartons, with the name of the person who took them and the time. A Next steps panel lists the invoice held for three-way match by FluidGrids, a debit memo request sent to the buyer, the supplier told via Botlit and the receipt added to a supplier delivery console in BigConsole. Accept variance and Request replacement buttons sit at the foot. All data is sample data.
Log a Shortage at the Dock Door
This illustration shows a Receive load screen on a phone. A card gives the distribution center and dock door, the purchase order number, the supplier and an ASN of three lines. A stepper shows Scanned and Counted complete, Checked current and Submitted still to come. Three line cards give expected and counted quantities: flip caps badged Short, spray heads badged with a damaged quantity and pumps badged OK. A Reason field is set to short shipped, and an Add damage photo button sits beside a thumbnail of damaged goods. An orange Submit receipt button sits above a note that the buyer and accounts payable are told on submit. A tab bar offers Deliveries, Map, Scan and Profile, with Scan selected. All details are sample data.
Topics
- inbound receiving discrepancies
- ASN vs purchase order receiving
- three-way match invoice hold
- receiving shortage report
- damaged goods receiving
- debit memo request
- supplier delivery performance
- warehouse receiving app
- over short and damaged report
- purchase order receiving
Related concepts
Warehouses, Inventory and Product Catalog
Track warehouse capacity and bin locations, keep on-hand, allocated and available stock honest, and record how each product is handled.
3 illustrations
Finance and Freight Document Reconciliation
See revenue, fuel cost and freight spend at a glance, then check carrier invoices against shipments, agreed rates and delivery proof.
2 illustrations
Dock Appointments and Detention Clock
Every dock door, appointment and truck in the yard on one board, with a free-time clock that turns dwell into evidence.
2 illustrations
Produce Arrival Rejections and Claims
When a buyer's dock rejects part of a perishable load, put grade, temperature, dwell and delivery proof into one claim decision.
1 illustration
Part of an industry solution
This concept appears in a cross-product solution on burdenoff.com — see how it works alongside other Burdenoff products to solve a problem in that industry.
