BC DIRECT DELIVERYShortage or missing case
Compare approved, shipped, and received quantity. Determine whether the outcome is replacement, accepted variance, or credit.
DIRECT DELIVERY RECEIVING EXCEPTIONS
Every shortage needs an owner, evidence, and an ending.
The expensive part of a receiving exception is rarely entering the first note. It is the next five follow-ups required to prove what happened, agree on a remedy, and confirm that the remedy reached inventory and finance.
A NOTE IS NOT A RESOLUTION
If the discrepancy leaves the purchase order, the team loses the chain of responsibility.
A receiver may flag two missing cases. The buyer emails the representative. The supplier checks the packing record. Finance waits for a credit. Inventory remains wrong. Each team has a fragment, but nobody owns the complete outcome.
A controlled exception stays attached to the affected order line and moves through explicit states until the authorized remedy is recorded.
THE CONTROLLED HANDOFF
What the operating record does, step by step.
- 01
Receive against expectation
Open the approved order and shipment record, then record the quantities physically accepted.
- 02
Classify the difference
Use a clear reason such as shortage, overage, damage, wrong item, refused delivery, or another approved pilot code.
- 03
Attach the evidence
Keep the operator, time, notes, and approved supporting document or image with the affected line.
- 04
Choose the remedy
The authorized teams record accepted variance, replacement, return authorization, or approved credit.
- 05
Confirm both sides
Close only when the operational and financial outcomes are recorded by the roles responsible for them.
EXCEPTION TYPES
Different problems require different evidence and different endings.
A generic discrepancy status is not enough. The next action changes depending on whether the product is missing, damaged, incorrect, extra, refused, or returned after delivery.
Damage or wrong item
Record condition and identity evidence under the approved procedure, then prevent the affected quantity from being treated as clean receipt.
Return after delivery
Use authorization, inspection, disposition, and credit states instead of rewriting the original receipt.
CONTROL WITHOUT BLAME
A good record identifies the decision point, not just the person who noticed it.
The purpose of the chain is to resolve the transaction and improve the process. It should distinguish ordering, fulfillment, transport, and receiving facts without making unsupported claims about fault.
Immutable original
Keep what was approved and shipped. Corrections should be new events with a reason, not silent edits.
Role-based action
The receiver records the physical result. Supplier operations, finance, or another authorized role records the remedy.
Visible aging
Unresolved exceptions remain visible by age and owner until the agreed result is complete.
OPERATING BOUNDARY
The software records the agreed outcome. It does not decide liability.
Supplier agreements, BCLDB requirements, applicable law, carrier terms, and the authorized organizations determine whether a return, replacement, accepted variance, or credit is appropriate.
- Never erase the original receipt
- Separate observation from remedy
- Close operational and financial work
PLAIN ANSWERS
Questions operators ask before a pilot.
Can the retailer upload a photo?
The product has a private document-handling boundary for approved pilot infrastructure. File types, retention, access, malware scanning, and the evidence procedure must be configured before use.
Can a credit be applied automatically?
No. Credits require an authorized amount and controlled allocation. The current product does not promise an automatic refund or payment action.
Why keep the exception on the original order?
It preserves what was agreed, what was shipped, what was received, and how the difference was resolved without rebuilding the history from separate messages.
PROVE THE WEDGE BEFORE THE MIGRATION
Put one month of Direct Delivery on one record.
The founding audit covers a bounded supplier workflow, approved business records, explicit unsupported connections, and a written proceed, narrow, or stop recommendation.