Reconciling trim order lines with packing lists

Create a shared line reference

Keep the buyer's line number, catalogue reference and selected variant together in the confirmed order. If the supplier uses another description or code, request a mapping rather than assuming the names are interchangeable. A broad description such as lace accessories cannot distinguish several similar trims. The mapping should be agreed before comparing quantities across documents.

Translate units before comparing totals

Check whether each quantity represents individual pieces, pairs, lengths or packs. Ask what is inside a pack and whether roll quantities state measured length or only roll count. Compare totals only after the unit basis is clear. Keep any unconfirmed conversion visible; do not turn an assumed pack content into a reported shortage or surplus.

Follow one line across multiple cartons

Where one order line appears in several cartons, subtotal it by the agreed reference and variant. Keep carton identifiers in the internal receiving record so the total can be traced back. Separate missing information from an observed count difference. Photograph the relevant internal labels for private reconciliation, while keeping labelled packing photographs out of the clean public product gallery.

Send an exception table for review

List the expected line, documented quantity, observed quantity, unit and evidence for each unresolved point. Ask the supplier to review the same lines and explain any mapping or packing difference. Keep the original documents and dated replies together. This is a practical reconciliation workflow; it does not determine a claims outcome or replace separately agreed commercial procedures.

• Buyer and supplier item descriptions mapped.
• Piece, pair, pack and length units confirmed.
• Exceptions traceable to cartons and dated records.