Before reporting a wholesale lingerie shortage, reconcile the confirmed order, packing list and actual received quantities using the same unit. Separate cartons still in transit, uncounted stock, wrong variants and damaged units. These situations need different follow-up, even when all reduce sellable inventory.
Fix the counting unit first
The black lace bra and garter set, SKU PDD-1008146020759, is described with a bra, garter belt and matching panty. A count of individual garments is therefore not directly comparable with a count of sets. Use the unit agreed in your order; do not infer the invoiced unit or inclusion of photographed accessories.
For a mixed shipment, create one line per SKU, size and color. Keep the supplier’s code beside your store SKU so a relabeled variant is not mistaken for a missing one.
Check the shipment boundary
List the cartons and tracking references expected for this delivery. Compare cartons physically received with that list. A partially delivered multi-carton shipment should be recorded as partial receipt, with outstanding cartons tracked separately. A carrier’s delivered status does not establish the contents of every carton.
Retain the original packing list and note any later revision. Ask the supplier to explain a document difference instead of overwriting the earlier record.
Use a receiving reconciliation row
- Reference: order version, line, SKU, size, color and counting unit.
- Expected: order quantity and quantity assigned to this shipment.
- Received: actual counted quantity by identified carton.
- Separate exceptions: wrong variant, damaged item, incomplete set or stock not yet checked.
- Evidence: count sheet, relevant carton label and clear photographs.
- Follow-up: question, owner, response and resolution status.
Blank row: [SKU/variant] / [unit] / [shipment quantity] / [counted quantity] / [carton IDs] / [difference] / [evidence] / [open action]. This is a template, not a report of a real customer shipment.
Recount before assigning a cause
Check mixed cartons, separated set components and any goods moved into storage. Where practical, have another person verify the count against the same scope. Record corrections without deleting the original entry.
Example: if an illustrative order line says 20 sets but the count sheet says 60 garments, the numbers alone do not prove an overdelivery. If each set has three confirmed pieces, they may represent the same total. You still need to verify that every set has the right components and variants.
Ask for reconciliation, not an assumed remedy
Send the supplier the affected rows and ask them to compare dispatch records. A documented difference does not by itself establish who caused it or which refund, replacement, carrier claim or deadline applies. Follow the terms actually agreed for the order; do not treat this guide as a return policy.
Contact the sales team with your order reference, product link and evidence summary. For a future private-label program, agree on variant identifiers and receiving documents before shipment so both teams can reconcile the same units.