Receiving Discrepancy Report Template for Eclipse Distributors
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.
Fill in
Eclipse ERP Receiving Discrepancy Report Template
Receiving Discrepancy Report
Distributor: Summit Electrical Distribution Location: Houston DC Received by: M. Okafor Receipt date: 2026-10-20
Shipment
PO: PO-1120456 Vendor: Northline Wire and Cable Carrier: Regional LTL, PRO 884-20031 Noted on delivery receipt: Yes Photos: Yes
Discrepancy
Type: Shortage Item: 12/2 NM-B cable, 250 ft coil Ordered: 40 Received: 36
Four coils missing from the last pallet. Pallet shrink wrap intact, count short at the vendor most likely.
Requested Action
Ship balance
Follow-up
| Step | Owner | Date done |
|---|---|---|
| Receipt entered for the quantity actually received | Receiving | |
| Vendor notified with PO and photos | Purchasing | |
| Balance, credit or replacement confirmed | Purchasing | |
| Carrier claim filed if damage | Warehouse manager |
Sign-off
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.
Vendor receiving variance summary
An optional review of building vendor shortage reports from receipt data.
Optional. The tool and every export work without this. No spam.
How to use the report
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.
- 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
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
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
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.
Frequently Asked Questions
Why not just fix it in the ERP receipt?
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?
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?
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?
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.
If you want receiving variances summarised by vendor and surfaced to purchasing from your ERP data, we can discuss a read-only reporting layer.
Related Tools
Prophet 21 Vendor Return Authorization Request Template
A vendor RMA request form for returning overstock, damaged or wrong items, with the credit you expect so accounts payable can reconcile it.
Supply Chain & InventoryDistributor Vendor Performance Scorecard Worksheet
An editable vendor scorecard that turns PO line counts into on-time, complete and accuracy percentages and a weighted score you can rank and export.
Supply Chain & InventoryDistributor Slow-Moving Inventory Review Worksheet
An editable worksheet that computes months of supply and tied-up cash for each item and records the action you decide, ready to export to Excel.
More Epicor tools
See all- Eclipse ERP Cycle Count Procedure Template
- Epicor Kinetic Job Status Reference
- Epicor BAQ Query Template Generator
- Epicor BPM Directive Design Template
- Epicor DMT Import Template Worksheet (Part and BOM)
- Epicor MRP Run Checklist
- Epicor Kinetic Upgrade Checklist
- Epicor REST API v2 URL Builder
- Epicor Security Group Design Worksheet