When goods arrive from a supplier, the buyer's job is to confirm that what was shipped matches what was approved. This is not a general inspection. It is a targeted comparison between the physical delivery and a specific record: the item code, the approved sample, the version that was signed off, and the packaging that was agreed upon. Without this comparison, every discrepancy becomes a negotiation rather than a documented decision. The goal is to produce a clear record that supports the next sourcing step, whether that is acceptance, correction, or a repeat order with adjusted terms. This method connects four elements that are easy to lose track of: the item, the version, the sample, and the order. Each one must be traced and verified before the buyer moves forward.

Trace the Item Code and Version Number

Start by locating the item code on the packing list, the carton label, and the product itself. The code should match exactly what appears in the approved product record. If the supplier used a different internal SKU, that alone does not invalidate the shipment, but it does require a documented explanation. Cross-reference the version number or revision code against the sample approval form or the change log. A version mismatch means the buyer is looking at a different specification than the one that was tested or approved, and that difference must be resolved before acceptance.

Record the traced values in a simple table: item code, version number, sample reference, and order number. If any field does not match, flag it immediately. Do not rely on memory or on a supplier's verbal assurance. The record should show where each value was found and whether it matched. This step prevents the most common error, which is accepting goods based on a partial match and discovering later that the wrong version was produced. The buyer can then decide whether to hold the goods, request clarification, or proceed with a documented exception.

• Check item code on packing list, carton label, and product
• Match version number against sample approval or change log
• Flag any mismatch before physical inspection begins

Inspect Against the Approved Sample

The approved sample is the physical benchmark. Lay the received product beside it and compare materials, color, dimensions, weight, and finish. Use the same lighting and surface conditions that were used during sample approval. If the sample was approved with a specific fabric supplier or component batch, note whether the received goods use the same source. Differences in texture, odor, or flexibility can indicate a material substitution that was never authorized. Document each comparison point with a pass, fail, or note status.

If a difference appears, do not assume it is acceptable. Take a photo, record the measurement or observation, and compare it against the tolerance range defined in the sample approval. If no tolerance was defined, the buyer should pause and consult the product record or the original sample feedback template. The inspection should be completed before any carton is unpacked or any item is mixed with other inventory. This keeps the comparison clean and the record defensible.

• Compare materials, color, dimensions, weight, and finish
• Use the same lighting and conditions as sample approval
• Record pass, fail, or note for each comparison point

Verify Packaging and Labeling

Packaging is part of the product record. Check the master carton markings, the inner packaging, and any labels or tags against the approved packaging specification. The carton should display the correct item code, quantity, country of origin, and handling instructions. If barcoding or QR codes were approved, scan them to confirm they resolve to the right product. A packaging error can cause downstream problems in fulfillment, customs, or retail, even if the product itself is correct.

Document any packaging deviation separately from product defects. A missing barcode, a wrong language on a label, or a carton that is too small to protect the goods are all recordable issues. The buyer should decide whether these deviations block acceptance or can be corrected on a future shipment. If the packaging was a condition of the order, the buyer may need to hold the goods until corrected packaging is provided. The record should show whether the packaging matched, was close enough, or required a change request.

• Check carton markings, inner packaging, and labels
• Scan barcodes or QR codes to confirm product identity
• Document packaging deviations separately from product defects

Connect the Order to the Receipt

Every received item must link back to a specific purchase order. Match the order number on the delivery note to the order in the system. Confirm the quantity received against the quantity ordered and the quantity approved in the sample run. If the supplier shipped early or late, note the date and the reason. If the order included multiple items or versions, verify that each one is present and correct. A partial shipment or a mixed load requires a separate line-item record for each component.

Once the order link is confirmed, update the order status in the system. If the goods pass inspection, mark the order as received and ready for payment approval. If discrepancies exist, hold the order and create a discrepancy report. The report should reference the order number, the item code, the version, and the specific points of failure. This keeps the order traceable and prevents the buyer from having to reconstruct the connection later.

• Match delivery note order number to system order
• Confirm quantity received against quantity ordered
• Update order status or create a discrepancy report

Document Findings in a Feedback Template

The comparison is not complete until it is written down. Use the sample feedback template or a similar structured form to record every check. Include the date, the inspector name, the order number, the item code, the version, and the sample reference. For each inspection point, record the result and any supporting note. If a defect was found, describe it clearly and assign a severity level if the system uses one. Attach photos or measurements where they add clarity.

The completed template becomes the decision record. It supports the buyer's choice to accept, reject, or request a correction. It also feeds into the product change log if the supplier proposes a modification. If the goods are accepted with exceptions, the template should state which exceptions were approved and under what conditions. If the goods are rejected, the template should state the reason and the next step, whether that is a return, a credit, or a rework request. This document is what the buyer refers back to when the same supplier ships the next order.

• Use a structured template to record every check
• Include date, inspector, order number, item code, and version
• Assign severity and attach supporting photos or measurements

Complete the feedback template for this shipment before closing the order in your system.