Receiving a wholesale shipment: checks to do before you sign
In the busy months, shipments arrive constantly, and the temptation is to sign for them, stack the cartons in a corner and deal with them later. Most of the time nothing goes wrong. But when something does — a damaged carton, a short count, the wrong item — the first few minutes after delivery are when you have the best chance of getting it put right.
Before the delivery person leaves
You do not need to open every carton in front of the courier. But you should check the outside:
- Count the cartons against the delivery note or invoice. A missing carton is much easier to chase if it is noted at the time.
- Look for damage: crushed corners, tears, wet patches, retaped openings.
- Check the seals. A carton that has been opened and resealed with different tape deserves a closer look.
If anything is wrong, write it clearly on the delivery receipt before you sign — for example "2 cartons damaged" or "1 carton short". Take a photograph showing the carton and its label. A clean signature on the receipt is often taken as confirmation that everything arrived in good order.
Open and check the same day
Once the courier has gone, open the cartons as soon as you can, ideally the same day. Suppliers and couriers generally expect problems to be reported promptly, and a claim raised weeks later is much harder to settle.
For each carton:
- Count the pieces against the invoice.
- Check that the items are the right model, colour and size.
- Look for damaged products or packaging.
- Test a sample of electronic or battery-operated items.
For large shipments of the same item, checking every single piece may not be practical. Check a reasonable sample — several pieces from each carton — and look more closely if you find problems.
Record everything
Make a simple record for every shipment: the date, supplier, invoice number, number of cartons, and any problems. A notebook or a spreadsheet is fine. When you find an issue, note exactly what and how many, and take clear photos of the damaged item, the packaging and the carton label.
This record is useful even when nothing goes wrong. Over time it shows you which suppliers are reliable and which shipments tend to have problems.
Raising a problem with the supplier
When you contact the supplier, be specific and factual:
- The invoice or order number
- The item, quantity ordered and quantity received
- What is wrong, with photographs
- What you would like: replacement, credit note, or adjustment on the next order
Most wholesale suppliers want to keep good customers and will resolve genuine issues quickly when the information is clear. Vague complaints made weeks later are much harder for anyone to act on.
Do not sell damaged stock at full price
Set aside anything damaged until the claim is settled. Selling it, or putting it on the shelf, can complicate the claim and disappoint the customer. Once settled, damaged packaging items can often be sold at a discount or used in bundles.
Update your stock records
Enter the received stock into your billing or inventory system as soon as it is checked, using the actual quantities received rather than the invoice quantities. If your system shows stock you do not physically have, you will promise customers things you cannot deliver.
Store it properly
Once checked, store stock off the floor and away from damp. Toy packaging is mostly cardboard and is easily ruined by moisture. Stack heavy cartons at the bottom and do not overload shelves.
The short version
Count and inspect cartons before signing, and note any problems on the receipt. Open and check everything the same day. Record problems with photos and report them clearly and promptly. Keep damaged stock aside, update your records with actual quantities, and store goods safely.