If a received item quantity does not match the purchase order quantity, what should you do?

• A. Reconcile the variance by updating the PO and continue receiving.
• B. Return the shipment to supplier.
• C. Discard items.
• D. Create a receiving exception, document the variance in the WMS, notify procurement or the supplier, and adjust records accordingly.

Answer: (D)

When received quantity doesn’t match what was ordered, treat it as a discrepancy that must be formally documented and resolved. The best action is to create a receiving exception, document the variance in the WMS, notify procurement or the supplier, and adjust records accordingly. This keeps inventory and financial records accurate, triggers the necessary reconciliation with the supplier or procurement, and ensures proper disposition of the items or quantities involved.

Updating the PO to reconcile the variance and continuing receiving hides the discrepancy and can create downstream mismatches in inventory and invoicing. Returning the shipment to the supplier or discarding items may be appropriate in specific situations, but they are not the standard, universal steps—they bypass proper record-keeping and authorization unless the deviation is already approved. The structured exception process ensures traceability and proper resolution for any overages or shortages.