Vending Stock Delivery Short? Record What Arrived Before Refilling

A delivery note says ten cases, but only nine appear to have arrived for the vending route. Before changing the refill plan or posting the full order into stock, establish what was physically received. A clear receiving record helps the supplier resolve the shortage and keeps unavailable stock out of your planning.

Check the unit being counted

Compare the product code, flavour, pack weight and quantity basis. An order might use cases while the stock system uses individual packets. A different case size can explain a discrepancy even when the outer cartons look familiar.

For example, eight cases containing 24 packets give 192 packets; eight cases containing 20 give 160. This is an illustrative calculation, not a supplier specification. Use the quantity on the actual delivery documentation and packaging rather than an old case configuration.

Record the actual receipt

Note the purchase-order reference, delivery reference, date, expected quantity and received quantity for the affected line. Record any separate parcel or back-order information before deciding the consignment is incomplete. Keep photographs where useful under your normal receiving procedure.

Preserve supplier and batch information when cartons are opened. The FSAI’s traceability guidance explains the importance of identifying food suppliers and deliveries. A quantity correction should not remove the information needed to trace the products that did arrive.

Separate the shortage from other checks

A delivery can have the correct count but the wrong product, or a shortage alongside damaged packaging. Record those as distinct observations. Put any questionable goods through the responsible person’s acceptance process; do not refill simply because the machine needs stock.

If the supplier proposes a substitute, check its individual pack and product information before accepting it for vending. Our buying-by-the-case guide covers those checks. A matching outer-case price does not establish that the replacement will fit the machine or meet the same customer needs.

Update the refill plan and close the case

Base the next refill on stock actually available. Tell the route planner which products are short and whether a confirmed replacement delivery is due. Avoid promising a restock time based only on a request sent to the supplier.

Link the supplier’s response, replacement delivery or credit to the original discrepancy. Have the authorised person update the inventory and purchasing records consistently. Keep an unresolved line visible until the agreed outcome has happened, rather than treating acknowledgement of the complaint as completion.

Talk to our team about planning dependable replenishment within a managed vending service.