Food traceabilityReceiving and suppliers
Rejected deliveries: connect the discrepancy and the stock decision
A rejected-delivery record should identify the goods, receipt, observed discrepancy and decision, including any partial acceptance. Keep it linked to the receiving event so stock quantities do not imply that all delivered goods were accepted.
At a glance
A rejected-delivery record should identify the goods, receipt, observed discrepancy and decision, including any partial acceptance. Keep it linked to the receiving event so stock quantities do not imply that all delivered goods were accepted.
Define the decision behind the record
Define how the site distinguishes held, accepted and rejected goods. A note to the supplier does not automatically update the inventory or explain the internal decision. Preserve the actual condition observed and the relevant responsible person.
Account for the goods after the receiving decision
Identify the receipt, physical product, lot and quantity affected by the discrepancy. Define who makes the receiving decision and how the site distinguishes held, rejected and accepted stock. The purpose is to connect the decision with the material’s actual location and subsequent movement.
Record observed facts, supporting evidence and the authorised disposition. If only part of a delivery is rejected, preserve separate quantities and statuses. Link supplier communication, return references or other handling evidence to the original receipt rather than opening an unrelated record that loses the source identity.
Review whether every affected quantity has an explained outcome and whether physical and recorded status agree. Test a partial rejection and a rejected delivery still awaiting collection. Marking a commercial transaction rejected should not make the remaining goods invisible or indistinguishable from accepted stock.
Worked example
An operator records a discrepancy affecting part of a delivery. The approved process leads to a documented partial rejection. Accepted and rejected quantities remain explicit, and the record links any supplier communication without using that message as the only stock evidence.
Build a usable record
Use the fields below to capture the facts needed for this particular decision. Keep the actual observation separate from any later correction or approval.
- Receipt and affected product
- Supplier lot and quantities
- Observed discrepancy
- Decision and authorised person
- Stock movement and communication
Example record and review decision
Fictional record example: REC-02: received product and lot; FIND-02: actual discrepancy; DECISION-02: rejected quantity and return or hold reference.
Account for the physical stock after rejection and retain supplier communication against the original receipt.
Marking a delivery rejected without tracking its location can leave rejected goods indistinguishable from accepted stock.
Test the review, not just the form
Compare the receiving record with the resulting stock transaction. A reviewer should be able to account for the rejected portion and find the decision. Test a partial rejection rather than only the simpler all-or-nothing case.
A few useful answers
Should rejection erase the receipt?
No. Preserve evidence of what arrived and the decision about it, with stock status recorded accurately.
Does rejecting an invoice explain what happened to the goods?
It addresses a commercial record. The receiving history still needs the affected lot, quantity, location and authorised return, hold or other disposition so the material can be accounted for.
Sources and further reading
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