How to track a partial plant delivery without losing the job requirement

Match the delivery to the existing purchase reference and job requirement. Check the plant variety, size, quantity, and expected delivery against the supplier paperwork. A substitute needs review rather than silently replacing the approved plant list.

• Purchase reference, supplier, job, and delivery date.
• Ordered plant or material, specified size, and ordered quantity.
• Receiver and person responsible for quality review.
• Delivery documents and approved substitution reference, if applicable.

Keep these quantities distinct. Delivered stock may include damaged or incorrect items. Record the quantity actually accepted and the reason any items need review or replacement. Keep photos and supplier references with the receiving record so follow-up can use the original evidence.

• Quantity delivered in this shipment.
• Quantity accepted against the original requirement.
• Quantity rejected or awaiting review, with the reason.
• Condition notes, permitted photos, and supporting documents.

For an unchanged order, compare the ordered quantity with the cumulative quantity accepted. Outstanding quantity equals ordered quantity minus accepted quantity. Check approved cancellations or substitutions separately so they do not quietly change the meaning of the receiving record.

• Ordered: 20 plants. Accepted so far: 12. Outstanding: 8.
• If 14 arrived and 2 were rejected, only 12 count as accepted.
• Those 8 outstanding plants include replacements and any undelivered balance.
• Assign purchasing the supplier follow-up and a decision time.

Use the same fields for each delivery so the nursery and office can compare shipments. Review the totals before signing off internally. Recording a supplier order or delivery does not itself place another order.

• Purchase / job reference: ____ Supplier: ____ Received by: ____
• Plant and size: ____ Ordered: ____ Previously accepted: ____
• Delivered today: ____ Accepted today: ____ Rejected / review: ____
• Outstanding balance: ____ Issue and evidence: ____
• Staging location: ____ Allocated job: ____ Pickup owner: ____
• Supplier follow-up owner: ____ Next check: ____

Record the nursery location and the job allocation separately from receiving. Confirm the crew's pickup window and identify any outstanding requirement before dispatch. If missing stock changes the work, review the scope or schedule rather than treating the purchase record as proof the installation is ready.

• Accepted quantities and staging location checked.
• Job allocation and pickup responsibility recorded.
• Shortages and replacements visible to operations.
• Crew lead has the current plant list and unresolved questions.