Visible receiving condition
Carton condition and quantity records establish what arrived. They do not establish product functionality or regulatory conformity.
OPERATIONAL CONTROL
Define the check.
Keep the evidence.
Receiving counts, visible condition checks and product tests answer different questions. Agree the inspection scope for each SKU before the stock arrives.
AGREE THE INSPECTION SCOPE
A useful check starts with a clear reference.
Provide the SKU specification, approved sample reference where available, and the conditions that should trigger a hold. Agree the number of units to check and the evidence to record before work begins.
- Product and variant identity against the supplied reference
- Visible condition and included components within the agreed scope
- Photos or notes linked to the SKU and affected quantity
- Seller approval for any rework or release after a discrepancy
Visible checks do not establish functionality, safety or authenticity. Agree any testing separately.
Plan the response to a discrepancyThe controls that matter.
- 01
Intake evidence
Connect expected and received quantities, supplier references and visible carton condition.
- 02
Approved work version
Keep the current sample, label files, packing instructions and kit component list together.
- 03
Finished stock review
Apply the agreed check scope to prepared units, identifiers and carton records.
- 04
Release evidence
Connect approved stock quantities with final dimensions, weights and shipment references.
Define the check before stock arrives.
| Item to agree | Question to settle |
|---|---|
| SKU & variant | Which product, color, size or batch does the check cover? |
| Count basis | Are units, cartons, complete kits or separate components being reconciled? |
| Check coverage | For each task and SKU or batch, is coverage a full check or an agreed sample, and how many units are planned? |
| Visible condition | What photos or reference examples distinguish an acceptable item from damage? |
| Requested product tests | Is a functional or other product test needed, and can its method be accepted within the scope? |
| Evidence & report | Which photos, quantity records, reference versions and report format are required for the named SKU or batch? |
| Defect decision | What acceptance criteria, hold instructions and seller approval apply to affected stock? |
Keep the agreed check-scope reference with the inspection quote line. Counting quantity and inspection quantity can differ; identify the tasks, planned coverage and evidence separately from receiving counts.
Keep counting and check coverage distinct.
Product-specific inspection
Share the requested test method, reference sample and acceptance criteria. Confirm the available scope and reporting before authorizing the work.
A sample result describes the checks performed on that sample. Record the actual quantity checked and state unchecked quantities separately; do not describe the full batch as individually inspected.
When a check finds a difference.
Identify the affected SKU and quantity, preserve the agreed evidence and hold the stock for a decision. Rework, substitution, return or disposal needs a recorded seller approval, including any additional charge.
Use the exception decision guideQuestions about inspection.
Will every item be inspected?
The scope determines which checks use a full count or an agreed sample. Confirm this by SKU and task; quantity reconciliation and product inspection can have different coverage.
Can I request a functional test?
Share the test method, equipment or reference requirements and acceptance criteria. The team must confirm whether the requested work can be accepted before it is included in the scope.
Who decides whether damaged stock can ship?
The seller approves the disposition of affected stock after reviewing the agreed evidence. Keep that decision separate from the release of other ready stock.
Can a product photo confirm that a barcode is correct?
A photo helps confirm placement and the physical variant. The encoded value needs a scan check against the approved identifier. Agree which variants and units will be checked, and keep the result with the label version. Review barcode allocation.
What should happen if only part of a batch has the wrong label?
Identify the affected batch and hold stock whose identity is uncertain. Record the observed mismatch, the scope checked and the proposed correction. Reconcile quantities after approved rework before releasing the batch.
Discuss the checks for this batch.
Share the SKU or batch, approximate quantity, reference photos or sample version and the checks you need. The team confirms the accepted method, coverage and evidence scope before work is authorized.
Keep that scope reference with the quote and inspection record. The record should identify checks performed, actual quantity checked, findings and any seller decision.