Quick answer
Record the quantity received and the quantity still outstanding for each line, then ask the supplier to confirm whether the remainder is on backorder, cancelled or awaiting a decision. Keep each later delivery linked to the original order. Do not reorder the missing goods until you know whether a replacement is already due.
Distinguish “missing today” from “still on order”
A receiver can establish that eight of ten cases arrived. They cannot infer whether the supplier will send the other two tomorrow, has cancelled them or believes all ten were delivered. Those are different situations with different buying and invoice consequences.
Ask the supplier for a line-by-line status and expected arrival date where available. If the date is only an estimate, label it that way. For a time-critical product, make the buyer’s decision deadline explicit: when must an alternative be arranged to keep service or customer commitments realistic?
Keep the original quantity visible
Use separate fields for ordered, received so far, cancelled and outstanding. Replacing the original ten with eight destroys the explanation for later paperwork. Add each receipt with its delivery date and reference so the running total can be checked.
For example, a shop orders 30 display notebooks. Eighteen arrive on Monday and twelve remain confirmed on backorder. Eight arrive on Thursday. The outstanding quantity is now four, unless a cancellation has been agreed. A colleague who sees only Monday’s shortage could otherwise order twelve more and create unnecessary stock.
| Event | Received this time | Received total | Outstanding |
|---|---|---|---|
| Original order: 30 | 0 | 0 | 30 |
| Monday receipt | 18 | 18 | 12 |
| Thursday receipt | 8 | 26 | 4 |
| Final receipt | 4 | 30 | 0 |
Ask what will happen to the bill
The supplier may invoice each dispatch or issue an invoice covering a different agreed stage. Confirm the arrangement rather than assuming only physically received items will appear on the next document. Match each invoice to the order and receipts, and flag a line whose status you cannot explain.
The Small Business Commissioner recommends clear quantities, descriptions and references on invoices. For a split order, your additional requirement is a trail that prevents the same goods being paid for or claimed twice. Keep credits and cancellations connected to the original reference.
Further reading: Small Business Commissioner: effective invoicing
Coordinate an alternative without creating two deliveries
If you decide to buy elsewhere, contact the original supplier first to establish whether cancellation is possible and obtain written confirmation of the outcome. Follow the contract; telling a colleague “we do not need it now” does not cancel the supplier’s order. Record who made the decision and which lines it covers.
When the final carton arrives, compare it with the outstanding list before closing the order. A different product or quantity may require another decision. For food, carry out the normal safety and identity checks on each delivery, even if the first part was acceptable.
Review whether repeated splits come from supplier availability or an order placed after its cut-off. The remedy might be better confirmation, a different delivery cycle or backup supply. Keep that improvement separate from resolving the current invoice so neither task disappears behind the other.
Unpickle can record the deliveries and missing quantities. Keep the supplier’s backorder or cancellation confirmation with your purchasing records and reconcile later arrivals. Keep each arrival and exception recorded.