Reconcile a shipment at carton and retail-unit level before release. A clean visual inspection does not explain a quantity difference between order, packing list and physical shipment.
Freeze reference documents
Use one purchase-order revision, one approved SKU and pack list, and the latest signed packing list. Record destination market and shipment identifier so older drafts cannot become release evidence.
Count at two levels
Compare carton count and carton marks with the packing list. Then compare retail units per carton and total retail units by SKU. Mixed cartons need a separate line for each SKU and an identification method.
Investigate exceptions
For overages, shortages or damaged cartons, record the affected carton number, observed count, photographs and owner. Do not net an overage in one SKU against a shortage in another. Request a corrected packing list.
Close the release gate
Keep unresolved cartons on hold until the buyer accepts a corrected count or documented disposition. Attach reconciliation to the pre-shipment inspection; the records answer different questions. Request current carton data.
Buyer action checklist
- Write PO, SKU, pack revision and shipment identifier.
- Count cartons by mark and map mixed cartons.
- Reconcile retail-unit totals by SKU.
- Log each mismatch and correction before a named release decision.
SKU or offer [ ] · buyer task [ ] · source [ ] · open issue [ ] · owner [ ] · release decision [ ].
FAQ
Can an inspection report replace carton reconciliation?
No. Sampled quality and shipment quantity are different checks.
Can I offset one SKU shortage with another overage?
Record and approve each SKU variance separately.