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SAP EWM Inbound Delivery Discrepancy Report Template

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.

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SAP EWM Inbound Delivery Discrepancy Report Template

Inbound Delivery Discrepancy Report

Company: Northgate Components Ltd Arrival date: 2026-10-19 Inbound delivery: 180004521 Purchase order: 4500012345 Supplier: Apex Fasteners GmbH Carrier and trailer: FastFreight, trailer 7731

Discrepancy detail

MaterialTypeOn deliveryReceivedDifference
FST-10492Shortage500450Calculate and enter

Description

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

Evidence

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

Immediate action

Receive actual quantity and notify supplier

Follow-up

ActionOwnerDueDone
Notify supplier
Update inbound delivery in system
Raise claim or return
Inform purchasing

Sign-off

Receiver / Date
Receiving supervisor / Date
Purchasing / Date
Quality / Date

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.

Supplier receiving analysis

Optional: ask how a private report of receiving differences by supplier could work on your data.

Optional. The tool and every export work without this. No spam.

How to use the report

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.

  • 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

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

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

Discrepancy handling fails when it is slow or undocumented.

  • 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

Frequently Asked Questions

Should damaged goods be put away?

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?

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?

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?

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.

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

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