Procurement - Recording a Partial Delivery

Count and check items physically against the purchase order before driver departure

Record only items actually received with any damage or discrepancies noted

Mark purchase order as partially received with outstanding quantities clearly identified

Contact supplier to confirm outstanding items and obtain revised delivery date in writing

Update stock levels for received items while maintaining records of pending quantities

File all delivery documentation and maintain clear audit trail for partial receipt

Monitor outstanding items and escalate if revised delivery dates are not met

Manual tracking of partial deliveries leads to confusion about what's been received versus what's still outstanding.

Poor documentation of partial receipts creates disputes with suppliers and inventory discrepancies.

Lack of systematic follow-up on outstanding items results in project delays and cash flow issues.

How do I handle damaged items in a partial delivery?

Document all damage on the delivery note before signing, photograph the damage if possible, and immediately contact your supplier to arrange replacement or credit. Update your purchase order to reflect the damaged items as outstanding.

What if my supplier disputes the partial delivery record?

Having written documentation from the delivery inspection, signed delivery notes with actual quantities received, and timestamped communications provides clear evidence. Digital records in your purchase order system create an audit trail that protects against disputes.