Quick answer: Start a body jewelry receiving check with the purchase order, outer packaging, SKU labels and pack counts. Then record the agreed sample checks for dimensions, finish and connection function. Keep uncertain items separate until the person responsible records a decision.
Prepare the receiving record before opening inner packs
Use one record per delivery and separate rows for each SKU, variant and supplier lot reference. Retain the purchase order, invoice, packing list and any agreed product specification. Photograph the outer carton and labels before removing or redistributing the contents, especially when the shipment is damaged.
Record the difference between packs and pieces. For example, an order for five packs of five contains 25 pieces; a count of five alone is ambiguous. Use the pack quantity shown for the particular product rather than a storewide assumption.
A practical receiving checklist
| Check | Record | If something differs |
|---|---|---|
| Shipment identity | Order, delivery date, carton and packing-list reference | Keep the documents with the shipment record |
| SKU and variant | Label, finish, selected size and quantity ordered/received | Separate the affected items before stocking |
| Dimensions | Feature measured, agreed tolerance, method and observed result | Ask for the applicable specification; do not invent a tolerance |
| Surface and connection | Visible finding, checked component pair and sample count | Record the finding without generalizing to untested pieces |
| Documents | Report number, sample description and any confirmed lot link | Request clarification of scope |
| Disposition | Quantity, decision, date and responsible person | Keep unresolved stock unavailable for use or resale |
Define what the inspection can establish
Choose the inspection sample with the supplier and the person responsible for quality before relying on its results. A sample check is evidence about the items checked; it does not establish that every piece is identical. Visual inspection also cannot verify alloy composition or establish sterile status.
For goods ordered sterile, review the applicable packaging and documentation requirements before opening any sealed pack. Opening a sterile barrier to perform a check changes the condition of that pack. Resolve the inspection method in advance.
Close discrepancies with a recorded decision
Give each discrepancy an identifier and attach clear photographs, the affected SKU, quantity and observed finding. Keep the original labels and packaging where practicable. Record the agreed next step—further inspection, clarification, replacement or another documented disposition—and the person who authorizes release.
A fillable evidence handoff for receiving issues
Give each finding a reference that follows the item, photographs and supplier correspondence. Copy the fields below for each affected SKU or distinct issue. This helps a colleague continue the review without guessing which package or component appears in an image.
| Field | Your entry |
|---|---|
| Record and shipment | [Issue ID, order reference, delivery date] |
| Affected stock | [SKU, variant, pack label, lot reference if present] |
| Scope checked | [Pieces received / checked / showing the finding] |
| Observation and evidence | [Finding, photo filenames, measurement record if applicable] |
| Handoff | [Held location, responsible person, next action and date] |
Use an overview photo to identify the pack and a close-up to show the observation. Include the issue ID in the filenames; retain the original images. When recording a measurement, name the feature and unit, instrument, agreed specification reference and observed value. Leave unavailable facts marked “not provided” rather than estimating them.
Send the record through Contact Axis Titanium and retain the reply with the supplier issue documentation. Keep the final disposition, authorized quantity, decision maker and date on the same record. A completed form records evidence; it does not itself authorize a return or release held stock.
Buyer questions
Should every pack be opened?
The inspection scope depends on the agreed requirements and the kind of packaging. Identity and quantity checks can differ from detailed component checks. Decide the method before receiving the order.
Does a representative material report prove this delivery conforms?
Only if its scope and any relevant product or lot connection support that conclusion. Check the actual report and request clarification when the link is missing.
Keep inspection findings connected to the original pack using the packaging labels and lot-tracking fields. If a discrepancy remains unresolved, use the supplier issue documentation checklist to assemble the order, quantity and evidence in one record.
Use the recorded receiving decision when updating your studio restock plan. Keep held stock separate from usable stock, and confirm any replacement quantity before counting it as incoming inventory.
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