Lash Receiving Discrepancy Record for Wholesale Buyers

Lash Receiving Discrepancy Buyer Summary

A lash receiving discrepancy should be documented before affected stock enters inventory. Preserve cartons and labels, match the purchase order and packing list, count by SKU and batch, photograph the variance, and request a written replacement, credit, accepted partial delivery, or investigation decision.

Direct Answer

When a wholesale lash shipment does not match the purchase order, stop the affected stock from entering inventory, photograph the cartons and labels, preserve the packing documents, count by SKU and batch, and record the exact variance. Ask the supplier to confirm a replacement, credit, accepted partial delivery, or other written resolution before relabeling, discarding, or mixing the goods.

A receiving discrepancy is not limited to visible transit damage. It can include a short quantity, excess quantity, wrong curl, incorrect SKU, mixed batch, missing carton, wrong barcode, packaging version mismatch, or a packing list that does not match the physical shipment.

Start With Document Matching

Receiving controls should compare what was ordered, documented, and physically received. USPS receiving guidance similarly calls for checking goods against supplier delivery documents and contractual requirements, verifying quantity and quality, and recording discrepancies for resolution.

Use these four references together:

1. purchase order or final approved quote;
2. supplier packing list;
3. carton labels and shipment records;
4. physical SKU and batch count.

Receiving Discrepancy Record

Field	What to record
Order reference	PO, quote, or order number
Shipment reference	tracking, waybill, or forwarder number
Carton count	expected vs received
SKU	ordered SKU vs received SKU
Quantity	ordered, documented, and physically counted
Batch ID	expected and received batch
Specification	curl, thickness, length map, finish, tray format
Packaging	tray card, barcode, box, and carton-label version
Condition	intact, damaged, wet, crushed, opened, or resealed
Evidence	overview and close-up photo filenames
Requested resolution	replacement, credit, balance shipment, acceptance, or investigation

Separate Four Common Problems

1. Quantity shortage or overage

Count sealed cartons first, then inner boxes or trays by SKU. Compare the physical count with both the packing list and order record. An unexplained extra item is still a discrepancy and should not be silently absorbed into inventory.

2. Wrong SKU or specification

Place the affected stock on hold. Photograph the product card and labels, then record curl, thickness, length map, finish, row count, and batch ID. Do not relabel the goods before the supplier reviews the evidence.

3. Batch or barcode mismatch

Scan or photograph the batch and barcode records. A product can look correct but still create future traceability problems if the inner label, carton label, packing list, and reorder record do not match.

4. Carton or transit condition issue

Photograph the unopened carton before moving contents. Keep the original packaging and note visible damage on the receiving or carrier document when possible. This evidence may also support a freight review, but the receiving record should remain separate from the insurance decision.

Evidence Photos to Capture

• all cartons together before opening;
• shipping label and carton count;
• packing list and commercial documents;
• opened carton showing internal arrangement;
• each mismatched SKU or batch label;
• physical quantity count;
• damaged area from several angles when relevant;
• final hold area or separated stock.

Name the files with the order, carton, SKU, and batch reference so the supplier can follow the evidence without guessing.

Choose the Resolution After the Variance Is Verified

Possible outcomes include:

• accept the shipment as documented;
• accept a planned partial delivery and keep the remaining balance open;
• request a replacement quantity;
• request a credit or agreed adjustment;
• return or hold nonconforming goods;
• open a carrier or insurance review for transit damage;
• request supplier corrective action when the problem shows a repeatable process failure.

The resolution should be written and linked to the original order record. A phone or chat agreement without the SKU, quantity, batch, and action can create a second dispute later.

Lash Receiving Discrepancy FAQ

What should I do first if a wholesale lash shipment is short?

Do not mix the shipment into inventory. Preserve the cartons and documents, recount by SKU and batch, photograph the evidence, and notify the supplier with the exact variance.

Should I discard damaged or incorrect packaging?

No. Keep the packaging until the supplier, carrier, or insurer confirms what evidence or return process is required.

Is a receiving discrepancy automatically a supplier quality failure?

No. The mismatch may come from production, packing, labeling, warehouse handling, or transit. Record the evidence before assigning cause.

What information should a replacement request include?

Include the order number, shipment reference, carton, SKU, batch, expected quantity, received quantity, photos, and requested resolution date.

Can I accept part of the shipment and dispute the rest?

Yes when the buyer and supplier clearly document accepted quantity, held quantity, remaining balance, payment status, and the next action.

Resolve the Issue With a Complete Record

Use the LASHMAITRE quality-control page to understand the batch and packaging checks behind wholesale orders. For a specific order issue, send the order reference, SKU, batch, quantity variance, and photos through the wholesale inquiry path.

Resolve a Receiving Discrepancy

Keep the affected stock on hold until the evidence and written resolution agree.