Delivery note (DDT) not matching the order: what to do

#1. Compare line by line

Every line of the note needs two numbers: ordered and delivered. The ordered quantity comes, in this order, from the note's «ordered» column, from the purchase order or, failing those, from the printed shipped figure as corrected in pen by the receiver. It is never taken from the delivered quantity or from memory: without an order, there is nothing to compare.

The difference is delivered minus ordered: negative when goods are missing, positive when extra arrived. Each line gets an outcome: complete, short, over, not delivered, substituted, refused.

#2. The cases that slip through

• Pen corrections: quantities corrected by hand by the receiver override the printed ones — and what was overwritten should be noted.
• Struck-out or back-ordered lines: they stay in the list at quantity zero, «not delivered». They are not deleted.
• Units and packs: «10 CF da 25 PZ» is 10 packs. Units stay as printed: metres are not turned into pieces.
• Package count: if the sum does not match the printed total, it is not corrected — note which figure is off.
• Reason for transport: goods on approval (conto visione), for processing (conto lavorazione) or a return are not a purchase.

#3. Reservations and signature

A damaged package, an opened packing, a «received with reservation» stamp are the receiver's reservations and must be recorded. The supplier's printed standard clause is not one. The driver's or carrier's signature does not count as «received by»; an unsigned note does not prove delivery: have it signed.

#4. Partial deliveries

When one order arrives on several notes, keep one outcome per note and the order's position: ordered, delivered so far, outstanding (ordered − delivered; negative means over-delivery). Two notes are never merged, and a printed running total is not a delivery.

#5. What to do next

• Missing goods: write to the supplier to chase the missing lines and ask when the rest will arrive.
• Extra goods: check them with purchasing before accepting them.
• Stock entry: book the quantities that actually arrived, not the printed ones.
• If the document is hard to read, the storeman counts the goods line by line.

#How the agent does it

The Delivery note check agent reads the note (PDF, scan or photo, several notes in one scan too) and, if available, the order as PDF, CSV or Excel. It puts the outcome on top — complete or partial, the differences, the reservations, who signed — then ordered against delivered line by line, what to chase with a ready chase draft, and the CSV for the stock entry. It adds no prices or totals and sends nothing by itself.