Lab Compliance and Inventory
Dispensary receiving exception log
DispensaryVA Editorial TeamPublished
receivinginventory controlsexception log
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Lab Compliance and Inventory
Receiving exceptions are easiest to resolve while the shipment, paperwork, and people are still identifiable. A small log creates that time-bounded record.
Record the order number, supplier, arrival time, receiver, product identifier, expected quantity, observed quantity, condition, and system status. Photograph or attach evidence only through the approved storage process. Never replace the original quantity with an estimate.
The purchase order workflow defines the source document for the expected quantity. Use the cycle count checklist when a discrepancy needs a second physical check.
Use explicit statuses such as awaiting supplier, manager review, approved adjustment, quarantined, or closed. Every open row needs an owner and due date. Keep supplier communication connected to the exception rather than in an untracked personal inbox.
At month end, group exceptions by supplier, product family, cause, and time to close. The purpose is process improvement, not a made-up performance score. Share only the evidence needed for the decision.
The FDA traceability rule resources offer authoritative recordkeeping context; confirm the rules that apply to the licensed operation.
Apply the written receiving and quarantine procedure. Do not make a blanket decision from the log alone.
After the discrepancy, disposition, approval, and system record agree and the owner documents the evidence.