# SAP EWM Inbound Delivery Discrepancy Report Template

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

## Short answer

A fill-in report to document shortages, overages and damage found at goods receipt against an inbound delivery in SAP EWM.

## Category

sap

## Erp

SAP EWM

## Audience

- Receiving supervisor
- SAP EWM consultant
- Supplier quality

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Company

**Key:** company

**Type:** text

**Default:** Northgate Components Ltd

#### Inbound delivery number

**Key:** delivery

**Type:** text

**Default:** 180004521

#### Purchase order

**Key:** po

**Type:** text

**Default:** 4500012345

#### Supplier

**Key:** supplier

**Type:** text

**Default:** Apex Fasteners GmbH

#### Carrier and trailer

**Key:** carrier

**Type:** text

**Default:** FastFreight, trailer 7731

#### Arrival date

**Key:** arrival

**Type:** date

**Default:** 2026-10-19

#### Discrepancy type

**Key:** type

**Type:** select

**Options:**

- Shortage
- Overage
- Damage
- Wrong item
- Wrong batch
- Documentation error

**Default:** Shortage

#### Material number

**Key:** material

**Type:** text

**Default:** FST-10492

#### Quantity on delivery

**Key:** expected

**Type:** number

**Default:** 500

#### Quantity received

**Key:** received

**Type:** number

**Default:** 450

#### Description

**Key:** description

**Type:** textarea

**Default:** Two cartons missing from pallet 3. Outer packaging intact on remaining cartons. Count verified by two receivers.

#### Immediate action

**Key:** action

**Type:** select

**Options:**

- Receive actual quantity and notify supplier
- Quarantine and notify quality
- Refuse delivery
- Hold pending supplier instruction

**Default:** Receive actual quantity and notify supplier

**Blocks:**

#### Inbound Delivery Discrepancy Report

**Body:** Company: {{company}}
Arrival date: {{arrival}}
Inbound delivery: {{delivery}}
Purchase order: {{po}}
Supplier: {{supplier}}
Carrier and trailer: {{carrier}}

#### Discrepancy detail

**Table:**

**Columns:**

- Material
- Type
- On delivery
- Received
- Difference

**Rows:**

**0:** {{material}}

**1:** {{type}}

**2:** {{expected}}

**3:** {{received}}

**4:** Calculate and enter

#### Description

**Body:** {{description}}

#### Evidence

**Body:** List photos taken, delivery note copy, carrier signature remarks, and the warehouse task or handling unit references involved.

#### Immediate action

**Body:** {{action}}

#### Follow-up

**Table:**

**Columns:**

- Action
- Owner
- Due
- Done

**Rows:**

**0:** Notify supplier

**0:** Update inbound delivery in system

**0:** Raise claim or return

**0:** Inform purchasing

#### Sign-off

**Signatures:**

- Receiver
- Receiving supervisor
- Purchasing
- Quality

**Notes:** Record the actual transaction used in your system to adjust the delivery. Keep supplier terms and claim deadlines from your contract in mind. This is an internal record template, not a legal notice.

## Content

**Intro:** When a truck arrives and the count does not match the inbound delivery, the receiver needs a fast, consistent record. This template captures what was expected, what was received and what was done, so purchasing and the supplier can act on it.

**Sections:**

#### How to use the report

**Body:** Fill in the delivery and purchase order references, pick the discrepancy type and enter the quantities. Describe what you saw, list the evidence you collected, and choose the immediate action. Export to PDF and attach it to the delivery record or send it to the supplier. Take photos before moving goods, and record the carrier's remarks on the delivery note while the driver is still present.

**Bullets:**

- Count before signing the carrier document
- Photograph packaging and labels
- Note the handling unit or pallet IDs
- Send the report the same day

#### Types of discrepancy

**Body:** Shortages and overages are quantity differences against the delivery. Damage is a condition problem and may involve the carrier's liability. Wrong item or wrong batch are identity problems that can affect traceability, especially for regulated goods. Documentation errors cover mismatched delivery notes or missing certificates. Naming the type clearly helps purchasing choose between claim, return or acceptance.

#### Closing the loop in the system

**Body:** In SAP EWM the inbound delivery can usually be updated to reflect the actual received quantity, and any difference is handled according to your configuration and process design. Agree with finance and purchasing who adjusts the delivery or purchase order, and who communicates with the supplier. The report is the paper trail that supports those decisions.

#### Common mistakes

**Body:** Discrepancy handling fails when it is slow or undocumented.

**Bullets:**

- Signing the carrier document clean and noting damage later
- No photos of the original packaging
- Putting away stock before the difference is recorded
- Not telling purchasing, who may be shorting the next order

**Cta:** If you want recurring receiving differences summarised by supplier from your EWM data on your own servers, we can build that analysis with you.

**Faq:**

#### Should damaged goods be put away?

**Answer:** Usually no. Move them to a blocked or quarantine area according to your policy until quality or purchasing decides. Putting them into normal stock risks them being picked for a customer.

#### How soon should the supplier be told?

**Answer:** As soon as possible, ideally the same day. Many supply agreements set a claim window, so check your contract. Prompt notice also gives the supplier a chance to send replacements.

#### What if the carrier is at fault?

**Answer:** Record visible damage on the carrier document before signing and keep photos. Claim procedures differ by carrier and contract, so involve logistics and the buyer early.

#### Is the quantity difference calculated for me?

**Answer:** The table shows the entered values and leaves the difference for you to write in. Enter received minus delivered, so a shortage shows as negative.

## Search terms

inbound delivery discrepancy report, receiving discrepancy report template, goods receipt discrepancy form, sap ewm inbound delivery difference, sap ewm goods receipt shortage overage, warehouse receiving damage report, sap ewm inbound delivery split, supplier shipment discrepancy notice

---
Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json