# Receiving Discrepancy Report Template for Eclipse Distributors

> Source: https://netray.co/tools/eclipse-receiving-discrepancy-report-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A receiving discrepancy report for shortages, overages, wrong items and damage found at the dock, with the evidence purchasing needs to claim against the vendor.

## Category

epicor

## Erp

Epicor Eclipse

## Industry

Wholesale Distribution

## Audience

- Receiving clerk
- Warehouse manager
- Purchasing

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Distributor

**Key:** company

**Type:** text

**Default:** Summit Electrical Distribution

#### Branch or warehouse

**Key:** branch

**Type:** text

**Default:** Houston DC

#### Received by

**Key:** receiver

**Type:** text

**Default:** M. Okafor

#### Receipt date

**Key:** date

**Type:** date

**Default:** 2026-10-20

#### PO number

**Key:** po

**Type:** text

**Default:** PO-1120456

#### Vendor

**Key:** vendor

**Type:** text

**Default:** Northline Wire and Cable

#### Carrier and pro number

**Key:** carrier

**Type:** text

**Default:** Regional LTL, PRO 884-20031

#### Discrepancy type

**Key:** type

**Type:** select

**Options:**

- Shortage
- Overage
- Wrong item
- Damaged
- Late delivery
- Documentation error

**Default:** Shortage

#### Item

**Key:** item

**Type:** text

**Default:** 12/2 NM-B cable, 250 ft coil

#### Quantity ordered

**Key:** ordered

**Type:** number

**Default:** 40

#### Quantity received

**Key:** received

**Type:** number

**Default:** 36

#### Noted on carrier delivery receipt

**Key:** noted

**Type:** select

**Options:**

- Yes
- No

**Default:** Yes

#### Photos taken

**Key:** photos

**Type:** select

**Options:**

- Yes
- No

**Default:** Yes

#### Requested action

**Key:** action

**Type:** select

**Options:**

- Ship balance
- Credit for shortage
- Return overage
- Replace damaged
- Carrier claim

**Default:** Ship balance

#### Comments

**Key:** comments

**Type:** textarea

**Default:** Four coils missing from the last pallet. Pallet shrink wrap intact, count short at the vendor most likely.

**Blocks:**

#### Receiving Discrepancy Report

**Body:** Distributor: {{company}}
Location: {{branch}}
Received by: {{receiver}}
Receipt date: {{date}}

#### Shipment

**Body:** PO: {{po}}
Vendor: {{vendor}}
Carrier: {{carrier}}
Noted on delivery receipt: {{noted}}
Photos: {{photos}}

#### Discrepancy

**Body:** Type: {{type}}
Item: {{item}}
Ordered: {{ordered}}
Received: {{received}}

{{comments}}

#### Requested Action

**Body:** {{action}}

#### Follow-up

**Table:**

**Columns:**

- Step
- Owner
- Date done

**Rows:**

**0:** Receipt entered for the quantity actually received

**1:** Receiving

**0:** Vendor notified with PO and photos

**1:** Purchasing

**0:** Balance, credit or replacement confirmed

**1:** Purchasing

**0:** Carrier claim filed if damage

**1:** Warehouse manager

#### Sign-off

**Signatures:**

- Receiver
- Warehouse manager
- Purchasing

**Notes:** Receive only what you counted. Note concealed damage and shortages on the carrier's delivery receipt at the time of delivery, claim deadlines are short. Follow your carrier contract and vendor terms.

## Content

**Intro:** When a shipment does not match the PO, the evidence has to be captured at the dock, not three days later. This report standardises what the receiver writes down so purchasing can claim against the vendor or the carrier without a second phone call.

**Sections:**

#### How to use the report

**Body:** Complete one report per discrepant line. Enter the PO, vendor and carrier, choose the type, and record quantities ordered and received. Note whether the problem was written on the carrier's delivery receipt and whether photos were taken. Export it and give a copy to purchasing the same day the goods arrive.

**Bullets:**

- Count before signing the carrier receipt
- Photograph labels, cartons and damage
- Keep the damaged goods for inspection
- Receive in the ERP only what you counted

#### Shortage, overage and variance

**Body:** The variance is received minus ordered. In the example, 36 received against 40 ordered is a shortage of 4, or 10 percent. Many distributors accept small overages within a tolerance and reject larger ones, set the tolerance by item type, since an overage of cable coils is a very different cost than an overage of low-value fasteners.

#### Vendor or carrier

**Body:** If the pallet or carton was visibly damaged on arrival, the carrier is usually the liable party and the notation on the delivery receipt is the key document. If the packaging was intact and the count is short, the problem most likely originated at the vendor, so purchasing claims from the vendor with the PO and photos. Concealed damage found after the driver leaves needs a prompt written notice, with the deadline defined by your carrier terms.

#### Common mistakes

**Body:** Receiving the full PO quantity in the ERP to make the line close, which hides the shortage and inflates inventory, is the most damaging habit. Others include signing clean for a damaged pallet and not recording the pro number. Both make it hard to recover the cost.

**Cta:** If you want receiving variances summarised by vendor and surfaced to purchasing from your ERP data, we can discuss a read-only reporting layer.

**Faq:**

#### Why not just fix it in the ERP receipt?

**Answer:** The ERP receipt records what you received. It does not capture photos, carrier notes or the requested action. This report is the supporting evidence that makes a claim to a vendor or carrier credible.

#### Does this work for other ERPs?

**Answer:** Yes. It is a document template and is labelled for Eclipse because the terms match how Eclipse distributors work with purchase orders, but any ERP can attach the exported PDF to a receipt.

#### How fast must carrier damage be reported?

**Answer:** As soon as possible, ideally noted on the delivery receipt at delivery. Concealed damage claims generally have a short written-notice window set by the carrier terms and applicable rules. Check your contract.

#### What if the vendor sends too much?

**Answer:** Decide whether to accept the overage, usually within a tolerance, or return it. Record the decision on the report so accounts payable knows to pay only for the accepted quantity.

## Search terms

receiving discrepancy report, eclipse receiving report, overage shortage damage report, purchase order receiving variance form, warehouse receiving discrepancy template, carrier damage claim form, po receiving discrepancy, goods received not as ordered

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