Lash Short Shipment Claim: 9 Quantity Checks

Quick Answer

A lash short shipment claim documents that fewer trays, boxes or units were received than the controlled order record requires. Reconcile purchase-order quantity, approved changes, packing-list quantity, carton count and physical received quantity by SKU. Preserve seals and labels, repeat the count with a second person, document the shortage, identify whether it is a supplier-packing or transit issue and request a specific replacement, credit or other agreed remedy.

Do not calculate a shortage from memory or a sales forecast. The baseline must be the final accepted purchase order and documented amendments, not an earlier quotation or an expected assortment that was never approved.

In This Guide

• How to establish the correct quantity baseline
• Nine checks before submitting a shortage notice
• A SKU reconciliation table
• A mixed-curl order example
• Six short-shipment FAQs

Establish the Baseline Before Counting Again

Union Pacific's official over, short or damage procedure describes written notice when received quantity is over or short of the purchase-order quantity and includes a defined supplier response process. The U.S. General Services Administration's Customer Supply Center Discrepancy Report distinguishes ticket quantity, quantity received and discrepant quantity and supports requested actions such as credit or issue of the shortage quantity.

These records illustrate disciplined reconciliation; they do not set the contract terms for a lash order. Start with the final lash purchase order checklist and every approved change. Confirm unit of measure: a case, tray, retail box and lash strip are not interchangeable.

Compare the purchase order with the lash packing list checklist. A shortage can arise because the supplier packed fewer units, the packing list was wrong, a carton was lost or opened, the warehouse count was incomplete or the buyer expected a backordered line to ship without confirmation.

The 9 Lash Short Shipment Claim Checks

1. Freeze the accepted order quantity. Retain the final purchase order, revision number and approved additions, cancellations or backorders.
2. Confirm the unit of measure. State whether quantity means master cartons, inner boxes, trays, pairs, fans or another controlled unit.
3. Match the packing list. Compare SKU, description, carton number, packed quantity, gross weight and total cartons with the received delivery.
4. Inspect carton identity and seals. Photograph labels, tampering, retaping, broken seals, open cartons and missing carton numbers before unpacking.
5. Count by SKU and specification. Separate curl, thickness, length, color, style, packaging revision and private-label artwork rather than combining similar trays.
6. Use an independent recount. Have a second trained person repeat the count or verify sealed inner-pack quantities using the approved method.
7. Calculate the exact variance. Show ordered quantity, approved change, shipped quantity, received quantity and shortage for every affected line.
8. Determine the likely route. Separate supplier packing difference, lost carton, carrier shortage, warehouse receiving error and unresolved cause without asserting blame prematurely.
9. Request one controlled remedy. State whether the buyer seeks missing quantity, replacement under a new shipment, credit, refund or another contractually available action.

SKU Quantity Reconciliation Table

The calculation should feed the lash inventory reconciliation only after the physical count is controlled. Posting the purchase-order quantity as received and correcting it later can hide the true receiving event and distort the lash order fill rate.

Worked Mixed-Curl Shortage Example

A buyer orders 400 trays: 100 C curl, 100 CC curl, 100 D curl and 100 L curl. The packing list also shows 400 trays across four cartons. All four cartons arrive, but the receiver counts 100 C, 100 CC, 80 D and 100 L trays.

The team checks that the D-curl trays were not stored under another SKU, mixed into a sample carton or counted as inner boxes. A second person recounts the affected carton and verifies label, seal and gross condition. The claim states a 20-tray D-curl shortage, not a five-percent order shortage without product detail.

The buyer attaches the final purchase order, packing list, carton label, count sheet and photographs. It does not ask the supplier to ship another 20 trays immediately because a replacement may need a controlled order reference, shipping responsibility and customs record. The resolution is logged through the lash supplier payment terms and accounts process so any credit is applied once.

Separate Shortage from Assortment Error

Receiving the correct total quantity does not close the order if the assortment is wrong. If 20 extra C-curl trays replaced 20 missing D-curl trays, total units equal 400 but two SKU variances exist: a 20-unit overage and a 20-unit shortage. Record both.

Use lash product specification sheet fields to distinguish similar variants. A curl, thickness, length mix, fiber finish or label revision mismatch may be an incorrect-item discrepancy even when the carton count is correct.

Turn the Claim into a Service Record

Record notice date, supplier acknowledgement, packing investigation, carrier review, approved remedy, dispatch reference, credit and closure date. If the same supplier repeatedly ships short, link the pattern to the lash supplier performance scorecard and lash corrective action plan.

Review the next reorder with the lash reorder review. The goal is not only to recover 20 trays; it is to prevent the same SKU, carton-label or counting failure from reaching the next order.

Frequently Asked Questions

What is a lash short shipment claim?

It is a documented notice that the received quantity is lower than the final accepted order quantity for one or more lash SKUs. It should show the baseline, physical count, exact variance, evidence, responsible claim route and requested remedy.

Which quantity should be used as the claim baseline?

Use the final accepted purchase order and documented amendments. Compare it with the packing list and physical receipt. Do not use an early quotation, forecast or verbal assortment unless it became part of the controlled order.

What evidence supports a lash shipment shortage?

Common evidence includes the purchase order, packing list, carton numbers, seal condition, delivery record, photographs, received-count sheet, independent recount, weights where relevant and SKU-level ordered-versus-received calculation.

What if all cartons arrived but units are missing inside one carton?

Document that all outer cartons arrived, then preserve the affected carton, seal and inner packaging. Record the first-open condition and independent recount. The evidence may point toward packing, tampering or another cause, but responsibility should not be assumed prematurely.

Should the supplier send missing trays immediately?

Only after the parties confirm the shortage and agree on the remedy, order reference, shipping cost, customs documents and timing. An uncontrolled replacement can create duplicate delivery, billing and import-record problems.

Is a wrong lash assortment the same as a shortage?

Not exactly. A wrong assortment can produce one shortage and one overage even when total quantity is correct. Record every affected SKU, expected specification, received specification and quantity so the remedy addresses both variances.

Next Step

Add a SKU-level received-count field to the lash incoming inspection checklist. For a LASHMAITRE order shortage, contact LASHMAITRE with the final purchase order, packing list, carton labels, recount sheet and preferred resolution.