Short deliveries: catch them at the door, not at the count

A delivery arrives on a busy afternoon. The order said 20 of one product, 500 grams of another and a box of accessories. Someone signs, the boxes go to the back, and the goods-received form is filled in from the purchase order - because the quantities are already there and the queue at the counter isn't getting shorter.

If the supplier sent 18 instead of 20, nobody finds out until the next stock take, two weeks later. By then it looks like two units went missing on the shop floor. The supplier's short has quietly become the store's stock loss, and the conversation that should have happened at the door - you're two short, please credit us - never happens.

Why the receiving form is where stock errors start

• A form pre-filled with the ordered quantities invites a quick submit, which records the order as delivered in full
• Flower is weighed in whatever it arrived in, and the packaging weight gets guessed or ignored
• Every line on one long form makes it easy to skip the one that was wrong
• Once it's booked in, a short delivery looks exactly like shrinkage

Receive one item at a time

In Budstack, Receive one by one brings each product up on its own with an empty box. Staff count it, or weigh flower - in its jar if it goes straight into one, with the jar taken off automatically. If it matches the order, All 20 arrived is a single tap. If it doesn't, the screen says 2 short of the order on the spot, while the driver is still there.

Scanning a product label jumps straight to that line, or adds it if it wasn't on the order. Each line someone actually checked is marked, and submitting with lines nobody checked names them and asks first - so the fast path is still there, but it's a choice rather than a default.

Turning shorts into a statement the supplier gets

Everything a supplier delivered short, over or not at all - from goods received, consignments and returns - lands on one Supplier Discrepancies list, with the quantity and rand value of each. Filter by supplier and period, and download a branded statement to send them. The short gets resolved with the people who caused it, instead of being written off at the next count.