Quick Answer
A lash order discrepancy report is a controlled buyer record for a shortage, overage, wrong item, damage, lost carton, documentation error or packaging difference found at receipt. Include the report date and owner, order and shipment references, discrepancy type, SKU and specification, expected quantity, received quantity, affected quantity, evidence, financial effect and requested action. Track acknowledgement and closure in the same file.
One report should state facts clearly enough that purchasing, warehouse, quality, the supplier, carrier and accounts team can identify the same issue without reconstructing it from chat messages.
In This Guide
- When to open a discrepancy report
- Ten record fields for wholesale lash orders
- A reusable issue table
- A wrong-item and damage example
- Six discrepancy-report FAQs
Use One Record for One Defined Receiving Event
The U.S. General Services Administration's Standard Form 364 Report of Discrepancy separates shipment references, quantities shipped and received, discrepancy codes, financial data and requested actions. GSA's transportation handbook also distinguishes delivery evidence from the actual claim report and advises noting visible loss or damage on delivery documents.
These government records are useful structural examples, not templates for every commercial lash transaction. Build a shorter form that matches the supplier agreement, carrier process, company authority levels and actual data available.
Open the report from the lash incoming inspection checklist whenever an issue requires hold, investigation, external notice, financial adjustment or supplier response. Small clerical differences that are corrected immediately can still be logged if they affect traceability.
The 10 Lash Order Discrepancy Report Fields
- Report identity and owner. Assign a unique report number, preparation date, buyer entity, location and named coordinator.
- Order and shipment references. Include purchase order, invoice, packing list, tracking, air waybill or bill of lading and delivery date.
- Discrepancy category. Select shortage, overage, wrong item, damage, lost carton, packaging, label, document or other controlled type.
- Product and specification. Record SKU, product name, curl, thickness, length, color, fiber, packaging revision and batch where applicable.
- Expected quantity. Use the final accepted order, approved revision and correct unit of measure.
- Received and affected quantity. Separate units received, inspected, discrepant, held, usable and returned.
- Condition and evidence. List delivery notes, carton labels, photographs, count sheets, samples, weights and retained packaging.
- Financial effect. Show unit value, affected value, freight or handling impact and whether an invoice or payment is on hold.
- Requested action and deadline. State investigation, replacement, credit, return authorization, documentation correction or other contractually available remedy.
- Response and closure. Record acknowledgement, cause, approved action, dispatch or credit reference, completion date and effectiveness review.
Reusable Discrepancy Record Table
| Report field | Example entry | Source record | Approval owner |
|---|---|---|---|
| Issue type | Wrong item and damage | Receiving inspection | Quality lead |
| SKU/specification | 0.07 D curl 12 mm | PO and product spec | Buyer |
| Expected/received | 60 / 40 trays | PO and count sheet | Warehouse lead |
| Affected quantity | 20 wrong, 6 damaged | Inspection record | Quality lead |
| Evidence | Carton 3 photos and labels | Shipment file | Claim owner |
| Requested action | Credit plus replacement quote | Contract and value | Purchasing manager |
The report should reference, not duplicate, controlled source files. Link the lash purchase order checklist, lash packing list checklist and inspection photographs so later updates do not create competing versions of the same facts.
Worked Wrong-Item and Damage Example
A distributor orders 60 trays of 0.07 D curl 12 mm and 60 trays of 0.07 D curl 13 mm. At receipt, the total carton count matches. The warehouse finds only 40 trays of 12 mm, 80 trays of 13 mm and six crushed retail boxes within the 13 mm quantity.
The report records two linked discrepancies: a 20-tray shortage of 12 mm and a 20-tray overage of 13 mm. The six damaged boxes are not added again to total received quantity; they are identified as a condition subset of the 13 mm line. This prevents double counting.
Photographs, carton labels and count sheets are attached. Damaged units move to lash nonconforming product control, while the quantity variance follows the lash short shipment claim process. If transit evidence exists, the buyer opens a separate lash shipment damage claim using the relevant carrier or insurance instructions.
Keep Facts, Cause and Remedy Separate
The receiving team records what was observed. The cause may require supplier packing records, carrier handling data, retained samples or a lash complaint investigation. Do not write “factory packed wrong” as a fact when the evidence only shows a received variance.
Likewise, the requested action is not the approved action. A buyer may request replacement, while the agreed solution becomes credit because the launch date makes a separate shipment uneconomic. Preserve both the request and final decision.
Close Financial and Operational Records Together
When the supplier issues a credit, verify it once against the affected line and lash freight invoice audit or accounts-payable record. When replacement stock arrives, create a new receipt reference rather than overwriting the original shortage.
For recurring issues, trend discrepancy category, SKU, batch, carton, root cause, response time and remedy through the lash supplier performance scorecard. Significant or repeated failures should trigger the lash corrective action plan rather than a series of isolated emails.
Frequently Asked Questions
What is a lash order discrepancy report?
It is a controlled record of a difference between the accepted order or shipment record and what the buyer received. It identifies the issue, affected SKU and quantity, evidence, financial effect, requested remedy, response and closure.
Which lash order issues belong in the report?
Common categories include shortage, overage, wrong item, lost carton, physical damage, packaging or label error, missing documentation and another defined variance. Use separate lines when one delivery contains more than one issue type.
Is a discrepancy report the same as a carrier claim?
No. The report is the buyer's internal and supplier-facing issue record. A carrier or insurance claim follows the provider's required form, entitlement, evidence and deadline. The discrepancy report can support but does not replace that process.
How should quantity differences be shown?
Show final expected quantity, quantity shipped if documented, physical quantity received and discrepant quantity using one unit of measure. Record shortages and overages by exact SKU and specification, not only as a net order total.
Who should approve the requested remedy?
Approval should follow the buyer's contract and authority matrix. Warehouse confirms receipt, quality controls affected stock, purchasing coordinates the supplier, finance controls credit or payment and management approves material exceptions where required.
When can a lash discrepancy report be closed?
Close it only when the agreed action is complete, replacement or credit references are verified, inventory and financial records are updated, held stock has a disposition and any corrective-action follow-up is assigned.
Next Step
Add these ten fields to the receiving handoff used after the next lash shipment release checklist. To resolve a LASHMAITRE order variance, contact LASHMAITRE with one report containing the order references, SKU facts, photographs, quantities and requested action.
Turn the Receiving Issue into One Controlled Record
Send LASHMAITRE one discrepancy report with order references, SKU-level facts, evidence and the requested action so both teams can work from the same issue definition.