StockControls
Add only the units you have physically received and cleared as sellable. Keep units that never arrived separate from damaged goods awaiting a supplier decision.
In this hypothetical receipt, 48 units were ordered, 30 arrived and 4 of those arrived damaged. The receipt contributes 26 sellable units, with 18 units undelivered and 4 tracked separately as a pending damage claim. A possible replacement is not available stock.
Establish what actually arrived
This example concerns one SKU or variation, with these explicit assumptions:
- The supplier order was for 48 units.
- The physical delivery contains 30 units of the correct item.
- Inspection clears 26 units for sale; 4 damaged units are quarantined.
- Opening sellable stock is accurately recorded as 9 units.
- No sales, returns, transfers or other stock movements occur during this reconciliation.
- Nobody and no connected workflow has already posted this receipt to stock.
Match the purchase record, delivery paperwork and actual goods. Check the exact SKU or variation: similar packaging does not establish that you received the correct size, colour or pack quantity.
Count the goods rather than copying the delivery note. Label and separate the damaged units so they cannot be picked with the approved units.
The delivery reconciles in two ways:
- 30 physically received: 26 sellable plus 4 damaged.
- 48 ordered: 30 physically received plus 18 not delivered.
These are receiving facts, not confirmation of what the supplier will send next.
Make one reviewed stock update
Before changing the WooCommerce stock quantity, establish whether this shipment has already affected the record through receiving, an import, a manual edit or a connected system.
Compare the receipt reference, exact SKU or variation, recorded adjustments and later stock movements. Use available evidence: receiving paperwork, staff notes, import records or system history where it exists. Do not assume a complete software audit trail exists or that a plausible current quantity proves correct posting.
Under the example’s assumptions, 9 opening sellable units plus 26 newly sellable units gives 35.
Use your existing stock-update process to record that reviewed result. If it takes an adjustment amount, the increase is 26. If it takes a replacement total, the reviewed total is 35. Use the method your process requires; do not post the receipt through both methods.
Do not add 30 and leave the damaged units available for sale. Equally, do not add 26 and then subtract another 4: the damaged units were already excluded.
Do not overwrite a live quantity with 35 if the assumptions no longer hold. Instead:
- If records confirm that the 26 sellable units were already added, do not add them again. Later movements may explain a different current quantity.
- If a different amount was posted, establish what it included and reconcile later movements before making only the necessary correction.
- If you cannot establish the posting or subsequent movements, pause the edit and reconcile the records and physical stock first.
Keep the receipt and supplier questions distinct
Keep the receipt details together in a ledger or shared record, rather than leaving the shortage in one message and the damage claim in another.
Identity and evidence: Record the supplier order reference, receipt reference and date, and exact SKU or variation. Include the quarantine location, photographs and a brief damage description.
Observed quantities for this example:
- Ordered quantity: 48.
- Physical receipt: 30, including 4 damaged units.
- Sellable stock increase: 26.
- Undelivered quantity: 18; supplier confirmation pending.
- Damaged quantity: 4; claim resolution pending.
Stock posting: Record the adjustment reference, or a dated manual note if no reference exists. Include who made the change, the quantity before and after, and the reason: “Partial supplier receipt: 30 counted, 26 sellable, 4 damaged and quarantined.” If an earlier posting was verified rather than repeated, note that instead.
Supplier follow-up: Record the shortage status and damage-claim status separately, with any dated supplier confirmations. Include the confirmation reference, responsible person and next follow-up date.
Calling all 22 unavailable units “still on order” would hide an important distinction. Eighteen never arrived; four arrived damaged. Damage alone does not create a confirmed replacement order.
Ask separately: “What is the status of the 18 units not delivered?” and “How will you resolve the 4 damaged units?” A response to one does not resolve the other.
Record commitments without adding expected stock
A promise, credit or replacement agreement does not increase available stock. Any later delivery must be counted and inspected before its sellable units are added.
The hypothetical responses below change the supplier records, not the original receipt facts. Record only what the supplier explicitly confirms: a shipment total alone does not establish which shortage or damage claim it will resolve.
TRY THE SCENARIOS
What changes when the supplier responds?
Hypothetical continuations: the original receipt has been correctly posted, no further goods have arrived, and only the stated supplier commitment is confirmed.
A credit is confirmed for the 4 damaged units
Record the credit confirmation and reference against the damage claim; do not create an expected replacement quantity. The status of the 18 undelivered units still needs confirmation. Keep unresolved return or disposal instructions as an open task.
The supplier agrees to send 4 replacements
Record 4 expected replacements linked to the damage claim, with a delivery date if confirmed. Mark the claim as replacement agreed but not yet fulfilled. The original 18-unit shortage remains a separate unresolved supplier question.
A 22-unit shipment is promised without a breakdown
Record the promise with its allocation unconfirmed. Ask whether it covers the 18 undelivered units, 4 damage replacements or something else. The matching total does not confirm that breakdown. Do not record confirmed replacements yet, and leave both issues open until the supplier clarifies.
Compare all scenarios
| Situation | What happens |
|---|---|
| A credit is confirmed for the 4 damaged units | Record the credit confirmation and reference against the damage claim; do not create an expected replacement quantity. The status of the 18 undelivered units still needs confirmation. Keep unresolved return or disposal instructions as an open task. |
| The supplier agrees to send 4 replacements | Record 4 expected replacements linked to the damage claim, with a delivery date if confirmed. Mark the claim as replacement agreed but not yet fulfilled. The original 18-unit shortage remains a separate unresolved supplier question. |
| A 22-unit shipment is promised without a breakdown | Record the promise with its allocation unconfirmed. Ask whether it covers the 18 undelivered units, 4 damage replacements or something else. The matching total does not confirm that breakdown. Do not record confirmed replacements yet, and leave both issues open until the supplier clarifies. |
Illustrative examples. Your selection is not saved or sent, and changes no store settings.
Keep damaged goods segregated while return or other disposition instructions remain unresolved. This is receiving and stock-availability guidance, not advice on accounting treatment for credits or damaged inventory.
Hand off the next action
Name the person responsible for supplier follow-up and set a follow-up date. Share the record’s location so the next receiver can find the original receipt, stock posting and unresolved issues.
Send the supplier the two separate questions with the receipt count and damage evidence. Record each answer against the issue it actually resolves, leaving unclear commitments open for clarification.