Wrong Vending Stock Delivered: Separate It Before the Refill
A delivery can contain the right brand but the wrong flavour, pack size or quantity. Spot the difference before it reaches the vending machine. Separating uncertain stock makes it easier to resolve the order and prevents an unreviewed substitution reaching customers.
Compare the delivery with the order
Check product names, variants, pack sizes and quantities against the confirmation and delivery note. Count individual units where case quantities differ. Record the discrepancy clearly and keep the packaging identifiers available. A box with a similar appearance should not be accepted as equivalent without checking what was ordered and what the machine is configured to sell.
Set the affected stock aside
Keep the disputed items identifiable and stored according to their instructions while the supplier responds. Mark them as awaiting a decision so another worker does not refill them by mistake. Do not open sealed stock unnecessarily or mix it into existing cases. Normal food-business responsibilities still apply while goods await return; FSAI’s vending guidance is a useful starting point.
Agree the resolution in writing
Tell the supplier what arrived, what was expected and what evidence is available. Ask whether it will collect, replace or credit the items under the agreed terms. Record the reference, quantity and next date for action. If a substitute is offered, review ingredients, labels, physical fit and pricing before accepting it for vending rather than treating acceptance as automatic.
Reconcile stock and paperwork
When the goods leave or a credit arrives, match the quantity and reference to the original discrepancy. Record any replacement as a separate receipt to avoid double-counting. Tell the refill team which stock is now available and which remains on hold. A closed record should explain where every affected unit went, not merely show that an email was sent to the supplier.
Further guidance: FSAI vending-business guidance. For a related practical checklist, see Short-Dated Vending Stock Delivery: Accept, Reduce or Reject?.
For help planning an arrangement for your site, contact Vending-Machines.ie about your requirements and available managed vending services.