Domestic plush orders in delivery batches: How to define the plan

A plush order delivered in three batches can add up correctly on delivery notes and still fall short of the quantity accepted. The problem is often the accounting of units: goods awaiting inspection are treated as accepted, or replacements are added to the completed quantity without separating the items they replace.

A useful plan therefore needs a reconciliation method after each receipt, alongside delivery dates. This guide helps purchasing and receiving teams track physical receipts, accepted quantities and the outstanding requirement by style, using one continuous example. The figures and record format are illustrative proposals, not an actual order, a mandatory Phat Dat procedure or a replacement guarantee.

Images illustrate how goods can be separated. They are not photographs of an actual factory or shipment.

Agree what “delivered in full” means before the first shipment

A single “delivered” column should not represent every status. Dispatch from the factory, arrival at the receiving location and acceptance by the responsible person are different events. Agree who confirms each event and which approved sample and criteria apply, then use those definitions throughout the order.

• Physically received: units counted at the receiving location, linked to a receipt reference and delivery note. Keep the quantity on the note as well so discrepancies remain visible.
• Accepted: units confirmed against the agreed inspection basis. Receipt of cartons or a pending inspection result does not automatically move units into this column.
• Awaiting resolution: units awaiting inspection, clarification or an agreed corrective action, with an issue reference and a responsible person.
• Outstanding requirement: the current approved requirement for a style minus the cumulative accepted quantity for that same style.

The outstanding requirement is not automatically the quantity that should be sent immediately. Some units may already be at the receiving location but not yet accepted. Separate those units from quantities not yet delivered to avoid requesting duplicates. A surplus of style A does not cover a shortage of style B without an approved change.

Worked example: 4,500 units received, but only 4,300 accepted

Assume a domestic order has an agreed requirement of 8,000 units of style A and 4,000 of style B, totalling 12,000. The parties have agreed the inspection approach and who confirms acceptance. The calculations below illustrate quantity tracking only.

At the first receipt, the receiving team counts 3,000 A and 1,500 B, matching the note. Inspection results in 2,800 A being accepted and 200 A being separated for resolution; all 1,500 B are accepted. The position at this point is:

• Style A: 2,800 accepted; outstanding requirement of 8,000 − 2,800 = 5,200. Of those 5,200, 200 are already at the receiving location awaiting resolution and 5,000 have not yet been delivered against the main order.
• Style B: 1,500 accepted; outstanding requirement of 4,000 − 1,500 = 2,500. There are no pending B units in this example.
• Whole order: 4,500 physically received, 4,300 accepted and 7,700 outstanding.

Subtracting 4,500 from 12,000 gives 7,500, but describing that as the entire outstanding requirement omits the 200 pending units. The delivery notes may add up correctly; the mistake is using physical receipts in place of accepted quantities.

Keep items requiring inspection apart from the confirmed group, with a record of their status.

Link replacements to the original receipt

Continue the example: the parties agree to replace the 200 pending A units with 200 conforming A units. The additional receipt needs the purpose replacement for the issue recorded against the first receipt, rather than being recorded simply as another main-order delivery. Collection arrangements, costs and timing must be agreed separately. The example does not establish a right to return goods or receive free delivery.

When the 200 replacements are inspected and accepted, and the original 200 units are handed back under the agreed arrangement:

• A has physically arrived on two occasions, totalling 3,200 units, but its cumulative accepted quantity is only 2,800 + 200 = 3,000.
• The original 200 units were never accepted. Returning them therefore does not reduce accepted quantities again. Record the return as a separate event, without deducting it a second time from the 3,000.
• B remains at 1,500 accepted. The whole order now has 4,500 accepted and 7,500 outstanding: 5,000 A and 2,500 B.

For a physical cross-check in this simple situation, 4,700 units have arrived across all receipts, 200 have been returned and 4,500 remain at the receiving location. That matches accepted quantities here because no units remain pending. In another situation, goods still at the location may include pending units. This subtraction must not replace inspection records.

If units were previously accepted and a later decision changes that acceptance or recalls them, add an adjustment entry linked to that decision. This differs from the 200 never-accepted units in this example. Do not erase the history or apply the same deduction to both situations.

Link the item requiring resolution and its replacement to the same issue record to avoid double counting.

Use the balance by style to agree the next batch

After that issue is resolved, assume the next main-order delivery contains 2,500 A and 1,000 B, all received and accepted. The new cumulative accepted quantities are 3,000 + 2,500 = 5,500 A and 1,500 + 1,000 = 2,500 B. The outstanding requirement is 2,500 A and 1,500 B, totalling 4,000.

The cross-check is 8,000 accepted units + 4,000 outstanding units = the 12,000-unit requirement. If a receipt has a discrepancy, update its physical quantity and inspection outcome before using the balance to request the next batch. Where the location or status of some units is unclear, identify that unresolved portion for reconciliation instead of automatically increasing the quantity to be sent.

The balance defines the remaining scope; it does not confirm that the factory can deliver on a particular date. Submit quantities by style, unresolved units, the receiving location and the required receipt date so the responsible team can confirm feasibility. If the total order or version changes, retain the newly approved requirement before recalculating.

A reusable record for each receipt

Create one entry per style in each receipt, with the following fields. Different styles or versions need separate entries even if they share one delivery note.

1. Order reference and the current approved requirement version; product code, version and unit of measure.
2. Receipt reference, date, receiving location and related delivery note.
3. Purpose: main-order delivery, replacement or receipt of repaired goods; link the original receipt and issue reference where applicable.
4. Quantity on the note, physically counted quantity and any counting discrepancy.
5. Quantity accepted in this inspection event, the scope checked and the basis of confirmation.
6. Quantity still pending, the reason, responsible person and agreed response milestone.
7. Cumulative accepted quantity by style and the outstanding requirement; keep adjustment entries separate.
8. Person confirming, time and references to supporting records or photographs; record returns or transfers out as separate events.

An example entry after the next main-order delivery reads: “Style A / version V1; requirement 8,000; previously accepted 3,000; 2,500 physically received and accepted now; pending 0; cumulative accepted 5,500; outstanding 2,500”. Add the person confirming and the records for this inspection. A manually typed cumulative total should not replace traceable event entries.

What to confirm with Phat Dat

Phat Dat’s published large-order process currently states that orders above 10,000 units are delivered in batches according to the original agreement. This does not confirm that every order can be split, that every requested date is feasible or that the example replacement arrangement applies to your order.

When discussing an order with a stuffed animal manufacturer, provide the method for confirming accepted quantities as well as delivery dates. With Phat Dat, clarify whether the receiving and inspection roles are held by the same person, how discrepancies will be reconciled, how pending units will be handled and which record will establish quantities for the next batch. Refer to the agreed sample and review criteria so each inspection uses a consistent basis.

These tracking fields help purchasing and receiving teams work from the same quantities. Delivery conditions, discrepancy handling and confirmation of completion still need to be agreed by the parties for the actual order.