Choose a counting basis that survives repacking
State the product unit, incoming case quantity and required finished case or kit quantity. Changing twelve units per case to six changes the number of cases without creating more product. Keep the unit conversion visible so receipt and dispatch totals can be compared. For kits with several products, maintain a component count as well as the finished-kit count. Include the stock references used on delivery paperwork.
Record the condition in which stock arrives
Describe whether products are sealed, loose, mixed, damaged or already labelled. Provide quantities by reference and variant, identifying any batches that must remain separate. Agree how the receipt record will identify shortages and unexpected items. A case count without a known inner quantity may need a different checking approach. Ask how uncertainty will be recorded instead of allowing an assumed quantity to become the production starting point.
Keep rejected and held stock distinguishable
Specify the categories relevant to the job, such as usable stock, presentation damage, incorrect labels, damaged packaging or product needing a decision. Agree who can authorise rework, release or another disposition. Keep held quantities separate from completed goods in the report. A product should not be treated as accepted merely because it has moved into a new carton; acceptance needs to follow the approved rework instructions.
Include samples and consumed packaging
Samples, trial packs, removed packaging and damaged replacement components can affect the reconciliation. Identify which categories will be recorded and the units used for them. Report unused labels, cartons, sleeves and other supplied materials separately from finished products. Avoid forcing different materials into one total. If material quantities differ from the expected recipe, document the difference and the decision required before the record is closed.
Close the job against the approved output
Compare the receipt record with completed product, samples, rejects, held stock and remaining materials. Identify any unresolved discrepancy, the person reviewing it and the agreed next action. Retain the finished pack reference, artwork revision and case-packing instruction with the count record. Confirm collection, return of unused materials and release arrangements in the written scope so completion of packing is not confused with completion of every handover task.
Information to include in your enquiry
- Incoming product reference and condition
- Units per incoming and finished case
- Variant and batch separation requirements
- Sample, reject and held-stock categories
- Unused material quantities
- Reconciliation owner and release instruction
Send the information you have and identify any details still awaiting confirmation. The team can review the outline and explain what else is needed to assess the actual project.
Discuss this requirementTurn the brief into clear decisions
| Planning point | Record to supply | Decision to settle |
|---|---|---|
| Received | Product units and packaging counts | Is the starting quantity confirmed? |
| Completed | Finished units, cases or kits | How does the output convert to product units? |
| Samples | Trial and approved-reference quantities | Are these included in the final balance? |
| Exceptions | Rejected or held stock | Who approves the next action? |
| Remaining | Unused product and components | What is returned, held or otherwise authorised? |
Common questions
Why can the finished carton count differ from the incoming count?
Repacking can change the units per carton. Compare the actual product-unit totals and show the incoming and finished case quantities. Include samples, rejected or held units and any remaining stock when reconciling the job.
Who decides what happens to damaged stock?
Agree the decision owner and permitted actions before production. Record affected quantities and keep a clear distinction between completed goods and stock awaiting a decision. The packing brief should identify how approval is obtained.
Should unused cartons and labels be reported?
Include supplied components in the reporting scope and keep their counts separate from product units. Ask how usable, damaged and unused materials will be recorded and what return or storage instruction applies.