What you’ll learn
- Record actual receipt by booking and package.
- Preserve shortage, damage and excess evidence.
- Separate custody from inventory ownership.
Useful terms
- Expected receipt
- Goods listed on the incoming movement or manifest.
- Custody
- Responsibility for goods physically held or moved.
Step-by-step operating routine
Prepare the incoming manifest
Identify movement, source location, bookings and expected pieces. Assign receiving staff and a safe unloading area. Keep special handling instructions visible before goods are touched.
Record or confirm- Movement
- Manifest
- Expected quantity
- Receiving staff
- Handling
Confirm actual arrival context
Record vehicle, arrival time and relevant seal or gate observations under policy. Treat external location events as evidence with a source and timestamp, not automatic receipt authority.
Record or confirm- Vehicle
- Arrival time
- Seal / gate observation
- Source
Unload and count actual goods
Use trained handling and the supported scan or count method. Match labels to bookings and record accepted condition. Repeated scans must not increase received quantity or create another stock movement.
Record or confirm- Package IDs
- Received count
- Condition
- Unloading time
Assign every discrepancy
Record short, damaged, excess or unidentified goods separately. Preserve photos where safe and necessary. Name an investigation owner and physical custodian; do not erase the expected balance by editing the manifest.
Record or confirm- Discrepancy type
- Quantity
- Evidence
- Custodian
- Owner
Release eligible goods onward
Make only accepted and eligible quantity available for planning or putaway. Reconcile expected, received and unresolved amounts. Hold restricted or damaged pieces until authorised release.
Record or confirm- Available quantity
- Held quantity
- Location
- Release evidence
60 expected, 58 received
A branch expects 60 cartons, receives 58 and records two short. The 58 can enter the appropriate custody state, subject to condition checks. The two remain a discrepancy tied to the incoming movement. A tracker showing arrival does not supply those missing cartons.
- Keep expected and actual counts.
- Assign the shortage owner.
- Avoid duplicate receipt on rescanning.
Exceptions and mistakes to avoid
- Do not classify customer freight as owned stock just to use an inventory screen.
- Unknown labels need an exception process rather than guessing.
- Record unit conversions explicitly when different handling units are used.
Arrival reconciliation
Reconcile actual unloading before goods become available to another movement.
| Movement / booking | Expected | Received | Held / discrepancy | Responsible location |
|---|---|---|---|---|
| Trip A / LR 100 | 60 cartons | 58 cartons | 2 short | Destination branch |
Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.
Check your understanding
Try answering first, then open the explanation. Use the worksheet and source records to practise the task.
Does arrival imply full receipt?
No. Count and inspect the actual goods and preserve discrepancies.
Why separate transit custody from owned stock?
Responsibility for customer freight is different from inventory ownership, valuation and reservation.
Put it to work with HiVAM
Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.
Depot arrival and transport custody
Track actual unloading and responsible locations for outstanding goods.
Partial loads with complete quantity history
Retain quantities across every movement segment.
Keep your learning moving.
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Try the workflow with your team.
Bring a representative job and an exception to a HiVAM demonstration. Review saved records, permissions and handoffs alongside the interface.