Keep the purchase reference
Save the supplier order reference, approved product options, quantity and payment record. Mark who placed the order. The purchasing account may be needed if the supplier must correct or refund an item.
Arrange receiving before the supplier sends
Confirm the receiving address and parcel identification with your service team. Give each supplier the correct instructions. A payment receipt does not tell the warehouse which customer or batch a parcel belongs to.
Agree what happens on arrival
Specify the checks you need and whether opening the package is authorised. Decide who reviews a difference. Goods that do not match should remain identifiable while you consider supplier correction, return or another agreed action.
Approve the onward shipment
Review final packaging, measured weight and dimensions, available route and delivery endpoint. Separate the supplier amount already paid from handling and transport still to be quoted. Keep the final dispatch instruction with the original order.