Tracking Shipments & Receiving Goods
Your PO is sent. Now track it from supplier's warehouse to yours.
Shipment Lifecycle
SENT → CONFIRMED → IN PRODUCTION → SHIPPED → IN TRANSIT → DELIVERED → RECEIVED
Day 0 Day 1 Day 10 Day 40 Day 45 Day 50 Day 50
Tracking a Shipment
Before Shipment
Status: IN PRODUCTION (supplier making goods)
Your action:
├─ Nothing yet (wait)
├─ Optionally: Email supplier for update
└─ If worried: Request tracking info early
During Shipment
Status: SHIPPED (left supplier warehouse)
Supplier sends you:
├─ Tracking number: ABC123456789
├─ Carrier: DHL Express
├─ Expected delivery: September 30
└─ Proof of shipment (photo, manifest)
Your action in Synplex:
├─ Update PO status: SHIPPED
├─ Enter tracking number: ABC123456789
├─ Monitor on carrier website (real-time)
├─ Check: On schedule? Any delays?
└─ If delayed: Contact supplier
Day Before Delivery
Tracking shows: "Delivery tomorrow, September 30"
Your action:
├─ Notify warehouse team
├─ Prepare receiving area
├─ Arrange: QC (quality check) staff
├─ Have: Receiving form ready
└─ Schedule: Someone to sign for delivery
Delivery Day
Goods arrive at warehouse
Physical inspection:
├─ Count: Are all units there?
│ └─ Expected: 145 units
│ └─ Received: 145 units ✓
│
├─ Condition: Damaged goods?
│ └─ Inspect 10% randomly
│ └─ Check: No water damage, dents, etc.
│
├─ Documentation: Packing slip matches?
│ └─ PO-2024-001: Winter Jacket, 145 units ✓
│
└─ Sign delivery: Accept goods
└─ Receipt documented
Handling Discrepancies
Scenario 1: Quantity Mismatch
Expected: 145 units
Received: 143 units (2 missing)
Immediate action:
├─ Don't sign yet (or sign "pending verification")
├─ Count again (confirm it's really 2 short)
├─ Check packing slip (does it say 143?)
└─ Take photos (evidence)
In Synplex:
├─ Update received qty: 143 units
├─ Flag: Discrepancy
├─ Note: "2 units missing from shipment"
Email supplier:
"PO-2024-001 received 143 units, expected 145.
2 units missing. Can you ship 2 units separately
or credit our account?"
Resolution options:
├─ Supplier ships 2 units free (replacements)
├─ Supplier credits 2 units on invoice (€90)
└─ You accept loss (last resort)
Scenario 2: Damaged Goods
Received: 145 units, but 5 are damaged (torn jackets)
Immediate action:
├─ Don't accept shipment (or accept with notation)
├─ Separate damaged units
├─ Take photos of each damaged unit
└─ Document in receiving form
In Synplex:
├─ Update received qty: 140 good units
├─ Flag: 5 units damaged
├─ Note: "Ripped seams on arrival"
Email supplier with photos:
"PO-2024-001: Received 5 damaged Winter Jackets.
Photos attached. Can you replace?"
Resolution options:
├─ Supplier ships 5 replacement units
├─ Supplier credits €225 (5 units × €45)
└─ You arrange return (costly, rare)
Scenario 3: Wrong Product
Ordered: Winter Jacket, size M, black
Received: Summer Shirt, size L, blue
Action:
├─ Don't accept (refuse delivery)
├─ Contact supplier ASAP
├─ Verify: Wrong shipment or wrong PO?
└─ Arrange return
Most likely: Supplier shipped wrong item to you
(and your items went to another customer!)
Resolution:
├─ Return the summer shirts (supplier pays return)
├─ Supplier ships correct Winter Jackets
├─ Timeline: 1-2 weeks delay (problematic!)
└─ Consider: Emergency order from secondary supplier
Marking as Received in Synplex
Step 1: Receive PO in System
In Synplex:
├─ Go to Purchase Orders
├─ Find PO-2024-001 (status: DELIVERED)
├─ Click [Receive Goods]
│
Received qty: 145 units
├─ System pre-fills expected: 145
├─ You confirm: 145 received ✓
│
Received date: September 30
├─ Auto-filled
└─ Confirm correct
Step 2: Inventory Update
Synplex automatically:
├─ Updates inventory: +145 units
├─ Location: Berlin Warehouse
├─ Status: Back to "Healthy" (if calculated right)
├─ PO status: RECEIVED
└─ Ready for: Invoicing & payment
Before receipt:
├─ Inventory: 280 units (on-hand)
├─ Status: Running Low
After receipt:
├─ Inventory: 425 units (280 + 145)
├─ Status: Healthy ✓ (between Running Low 295 & Overstocked 600)
Step 3: Add Receiving Details
Optional fields in Synplex:
├─ Tracking number: ABC123456789
├─ Carrier: DHL Express
├─ Received by: John (warehouse manager)
├─ Condition notes: "All good, no damage"
├─ Photos: Upload receiving pictures
└─ Location: Berlin Warehouse - Aisle C
Partial & Split Shipments
Scenario: Scheduled Split Delivery
PO: 240 units, split into 2 shipments
Shipment 1: 150 units
├─ Ship date: September 15
├─ Delivery: September 30
├─ In Synplex: Mark as received (150 units)
├─ Inventory: +150 units
Waiting period: 30 days
Shipment 2: 90 units
├─ Ship date: October 15
├─ Delivery: October 30
├─ In Synplex: Mark as received (90 units)
├─ Inventory: +90 units
└─ PO complete
Total: 240 units received in 2 transactions
Synplex tracks: Both shipments to 1 PO
Partial Shipment (Supplier couldn't deliver all)
PO: 240 units, only partial available
Shipment 1: 200 units (all they could make)
├─ Delivery: September 30
├─ In Synplex: Mark as received (200 units)
Backorder: 40 units pending
├─ Expected: October 20
├─ In Synplex: Note backorder
├─ Inventory impact: You're short 40 units
├─ Stock gap risk: Check forecast
Shipment 2: 40 units (backorder fulfilled)
├─ Delivery: October 20
├─ In Synplex: Mark as received (40 units)
├─ PO complete
Quality Control on Arrival
Standard QC (Inspect 10%)
For large orders: Random sample inspection
Example:
├─ Received: 145 Winter Jackets
├─ Sample size: 10% = ~15 jackets
├─ Inspect: Seams, zippers, color, fit
├─ Defect rate: 1/15 (6.7%)
│
Decision:
├─ <5% defect rate: ACCEPT shipment ✓
├─ 5-10% defect rate: NEGOTIATE replacement
└─ >10% defect rate: REJECT & return
Detailed QC (If Known Supplier Issues)
For suppliers with quality concerns:
Inspect 100%
├─ Check every single unit
├─ Time-consuming but necessary
├─ Use: Supplier reputation is poor
├─ Or: Product is mission-critical
Results:
├─ If poor quality: Reject entire shipment
├─ Contact supplier: "Quality unacceptable, returning all"
└─ Source from alternative supplier next time
Timeline: Shipment to Payment
Day 0: PO Sent
├─ You email supplier
Day 1: Supplier Confirms
├─ Supplier: "Order received, production starts"
Days 2-40: In Production & Shipping
├─ Supplier: Making goods, quality check
├─ Day 40: Goods shipped
Days 40-50: In Transit
├─ Tracking: Monitor on carrier website
Day 50: Delivery
├─ Goods arrive at warehouse
├─ QC: Verify goods
├─ Mark received: In Synplex
Day 50-52: Invoice Arrives
├─ Supplier sends invoice
├─ Amount: €6,525 (matches PO ✓)
Day 52-80: Payment Period
├─ Payment terms: NET 30
├─ Due date: ~October 20
├─ You: Pay by due date
Day 80: Payment Sent
├─ Status: PAID
├─ PO cycle complete
Multi-Shipment Complexity
Multi-Location Delivery
PO: Consolidation from multiple suppliers
├─ 150 Winter Jackets → Berlin Warehouse
├─ 240 Blue T-Shirts → Munich Warehouse
│
One shipment from supplier:
├─ Contains both products
├─ Arrives at consolidation point
│
Split delivery:
├─ Berlin: Gets 150 jackets
├─ Munich: Gets 240 shirts
│
In Synplex:
├─ 1 PO tracks entire shipment
├─ You receive in 2 transactions:
│ ├─ Berlin: Receive 150 jackets
│ └─ Munich: Receive 240 shirts
└─ System updates inventory for each location
Documentation & Record-Keeping
Keep for each shipment:
✓ Packing slip (from supplier)
✓ Tracking info (carrier info, tracking #)
✓ Signed receipt (delivery confirmation)
✓ QC inspection notes (quality check results)
✓ Photos (condition of goods, packaging)
✓ Invoice (from supplier, matching PO)
✓ Payment proof (wire transfer, receipt)
└─ Retention: 7 years (tax & audit purposes)
In Synplex, you can:
├─ Upload documents to PO
├─ Add notes for each shipment
├─ Track history (who received, when)
├─ Flag issues (discrepancies, damage)
└─ Generate reports (for audit)
FAQ
Q: What if goods arrive before PO is sent?
A: Unusual. Confirm with supplier it's for your order. Verify PO matches. Then proceed normally.
Q: What if goods arrive damaged and supplier won't replace?
A: Check your purchase terms. You may have insurance claim option. Last resort: Accept loss (reason to use different supplier next time).
Q: How long do I have to report discrepancies?
A: Immediate best (receipt date). Industry standard: Within 10 days. After that, supplier may not accept claims.
Q: Can I receive goods before paying?
A: Yes (most common). Receive now, pay per terms (NET 30, etc.). Only exception: PRE-PAYMENT terms (pay first).
Q: What if I receive goods but PO doesn't exist in Synplex?
A: Create PO immediately. Match to supplier documents. Then receive in system.
Next Steps
- Send your first PO (File 01)
- Track the shipment (this file)
- Receive goods (mark in Synplex)
- Proceed to payments (File 04)
Related
Questions? Contact support@synplex.io