Shop Operations
Slab Receiving Discrepancy Log
Record the difference between the slab purchase order, the pieces received, and the supplier bill. This discrepancy log gives purchasing, inventory, and accounting an owner and next action for each exception.
A slab receiving discrepancy log records what differs between your purchase order, the material delivered, and the supplier bill. Identify the exact piece or missing quantity, preserve the evidence, assign an owner, and record the agreed resolution. Keep physical receipt, usability, inventory availability, and billing approval as separate decisions. Closing one does not prove that all four are correct.
A delivery arrives with five slabs against an order for six. One carries a different lot number. If the warehouse enters six available pieces because that is what the purchase order says, sales can promise material the shop does not have.
Open an Exception for the Difference
Record actual receipt against the purchase order. Do not change the ordered quantity merely to make it agree with the delivery. Your purchaser still needs to know whether the sixth slab is backordered, canceled, or missing in transit.
Keep material handling and inspection under your trained team’s safety procedures. An administrative checklist does not establish that a slab can be moved, examined, or used safely.
Describe discrepancies precisely. “Wrong material” leaves too much interpretation. Record the ordered color, thickness, finish, supplier lot, or selected slab ID alongside the delivered identification. Use photos and delivery documents where they help establish what arrived.
Use One Log With Clear Ownership
The following is an original operational template. Copy the fields into your receiving record or exception register. These are recommended fields, not a claim that Stonify provides a dedicated form with this name.
Exception ID, receipt date, warehouse, and receiving employee.
Supplier, purchase order, delivery note, and affected job.
Ordered item and quantity, plus the identifiers agreed with the supplier.
Actual piece IDs, received quantity, location, and observed difference.
Photos or document references, including the date captured.
Usability decision pending or confirmed by the authorized reviewer.
Availability status communicated to sales and production.
Supplier contact owner, next action, and target response date.
Agreed replacement, credit, revised bill, or other resolution.
Inventory and financial corrections completed, with supporting references.
Closure date and the person who checked the final result.
A person should own the next action even while you wait for the supplier. “Waiting on credit” is a status. “Purchaser to check the credit by Thursday” gives the team a next step.
Separate Quantity, Identity, and Condition
Check these differences independently. A shipment can have the right count and the wrong lot. A slab can match the order but have a newly observed damaged corner that changes its usable area.
Record the condition without making unsupported technical judgments. A photo helps the responsible fabricator assess the piece. It does not replace a qualified inspection. Keep any disputed or unassessed material out of promises to customers until the authorized person establishes its status.
If a delivered piece replaces one already selected for a job, ask whether the replacement affects layout or customer approval. Purchasing acceptance alone does not establish visual suitability for a matched kitchen.
Original Example: Five Slabs Against an Order for Six
Assume a hypothetical order for six slabs at $900 each, with $300 freight, all in US dollars before tax. Five arrive. Four match the selected lot; one has a different supplier lot number.
Open a shortage exception for one slab and a lot exception for the fifth delivered piece. Record five pieces physically received. Do not assume that all five are usable for the selected project.
The purchaser confirms that the missing slab will follow. The project reviewer checks whether the different-lot piece is suitable before anyone allocates it to that kitchen. If a supplier bill still lists six delivered slabs, accounting retains the quantity discrepancy for resolution rather than treating the delivery entry as permission to pay.
Do not divide the full $5,700 order total by five and call that the final piece cost. First establish which material and charges belong to this receipt, which remain open, and how the shop’s approved landed-cost policy applies. Have the bookkeeper resolve the entries and retain the supporting documents.
Match the Bill Before Closing the Exception
Compare ordered quantities and prices with the receiving record and the supplier bill. Review freight, credits, replacements, and any partial shipment separately. The purchasing guide covers the broader three-document check.
An email promising a credit is not the credit document. Keep the exception open until your responsible team verifies the correction or documents an approved alternative. If only the billing issue is resolved, leave an outstanding material replacement visible.
Use these closure checks:
Physical quantities and identifiers agree with the retained receipt evidence.
The authorized reviewer has resolved usability and job suitability.
Sales and production can see the current availability.
The supplier resolution has a reference and completion date.
Inventory and accounting reflect the actual outcome without duplicate receipts or credits.
Keep Receiving Connected in Stonify
Stonify’s inventory software receives goods against purchase orders and captures barcodes, costs, and locations. Individual pieces carry lot details, dimensions, photos, notes, and an operation log.
Its finance tools generate bills from purchase orders, record purchase price differences, and allow disputed bills to be flagged Do Not Pay. A price-variance entry does not replace the investigation of a shortage or wrong lot.
Stonify is a strong choice when the receiving problem becomes a quoting or accounting problem. The case for using it is the connection between a specific piece, its purchase documents, its availability, and its cost. Your team still owns inspection and exception resolution.
Test a Partial Receipt Before You Buy
Book a Stonify demo with a sample partial delivery and supplier bill. Ask to follow the received pieces, the remaining order, and the billing difference so your warehouse and office can evaluate the same exception.
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A slab inventory cycle count compares selected physical pieces with their inventory records without waiting for a full-yard count. Check each piece's identity, location, condition, dimensions, and job allocation. Investigate differences before adjusting records, and keep a reason for each correction. The checklist below gives the warehouse and office a shared way to resolve exceptions.