Your outcome: Keep product identity and required evidence connected through receipt, storage, repacking and shipment.

At receipt

Compare the physical receipt with the purchase order and applicable requirements. Depending on the product and order, this may include manufacturer, part identity, revision, quantity, lot or serial number, condition, shelf-life information and required certificates or inspection results. Record what was checked and any discrepancy. A supplier certificate is evidence to review, not an automatic substitute for all receiving checks.

If a required document is missing or the lot does not match, identify the affected material and follow the hold/escalation process. Do not “fix” the supplier certificate yourself or release the material merely because a shipment is urgent. Obtain the appropriate correction or disposition and keep its connection to the original issue.

During a split or repack

Preserve the link from the original container and receipt to each new container and transaction. Record the quantity moved, remaining balance, identifying information, status and operator as required. Preserve required handling, storage and expiry information. If traceability cannot be established, flag the uncertainty rather than creating a confident-looking label.

A purchase order number alone may not distinguish two lots. Likewise, a barcode is only useful if its associated data and physical application are correct. Check the link after relabeling.

At shipment

Match the order, picking record, item identity, quantity and required release evidence. Keep the link from delivered units back to the receipt or manufacturing records at the level required for that product. Record authorized substitutions or concessions explicitly. For a return, preserve its original shipment identity and record the return's condition and disposition.

Worked example: a split lot

Receipt R-120 contains 100 fictional brackets in lot L-55. Forty are shipped on S-21, 35 on S-22 and 25 remain. The records connect both shipments and the remaining container to R-120/L-55. If five are then placed on hold, show 20 available plus five on hold; do not silently reduce the original receipt to 95.

Practice: Sketch that chain. Show where a discrepancy, hold and authorized disposition would be recorded. Use the same identifiers in every related record.

Practice check: Complete the two questions attached to this lesson, then review the answer explanations before continuing.