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# Report OS&D When Receiving an Order

Learn how to report Over, Short, or Damaged (OS&D) items when an order is delivered.

## What is OS&D?

OS&D stands for **Over, Short, and Damaged**:

* **Over** - you received more than was ordered
* **Short** - you received less than was ordered
* **Damaged** - some of what arrived cannot be accepted

|| A discrepancy and damage are reported separately. A delivery can be short *and* have damaged items, and you record both on the same line.

## When to Report

Report OS&D when you receive an inbound order and the delivery does not match what was ordered - either in quantity, in condition, or both.

## How to Report OS&D

### Step 1: Open the Order

1. Go to **Orders** > **Tracking**
2. Select the **Inbound** tab
3. Find the delivered order

### Step 2: Change the Status to OS&D

1. Click the **Status** dropdown on the order row
2. Select **OS&D**

The **Report OS&D** dialog opens.

### Step 3: Choose the Affected Products

Use **Affected Products** to pick the lines that had a problem. Lines that arrived correctly do not need to be touched.

### Step 4: Record the Discrepancy

For each affected product, choose one of:

| Option | Use When |
|--------|----------|
| **None** | The quantity was correct - use this if only damage needs reporting |
| **Over** | You received more than ordered |
| **Short** | You received less than ordered |

If you choose Over or Short, enter the **Received Quantity** - the number actually delivered. The adjustment against the ordered quantity is calculated for you and shown in green for over, red for short.

||| The received quantity has to agree with the option you picked. **Over** must exceed the ordered quantity, and **Short** must be below it, or the report will not submit.

### Step 5: Record Damage

1. Tick **Some items were damaged**
2. Enter the **Damaged Quantity**

The damaged quantity must be at least 1 and cannot exceed the quantity you actually received.

### Step 6: Submit

1. Review every affected line
2. Click **Submit**

Each affected product needs either a discrepancy or damage recorded. If a line has neither, the dialog asks you to complete it before submitting.

## Example

| Product | Ordered | Received | Type | Adjustment | Damaged |
|---------|---------|----------|------|------------|---------|
| Wine A | 100 | 98 | Short | -2 | 0 |
| Wine B | 50 | 52 | Over | +2 | 0 |
| Wine C | 75 | 75 | None | 0 | 3 |

Wine C arrived complete, but three bottles were broken - so the quantity type is **None** and only damage is recorded.

## After Reporting

* The order status changes to **OS&D**
* The seller is notified
* Inventory is adjusted based on the quantities you reported
* Contact the seller to agree next steps - replacement, credit, or write-off

## Tips

* Report as soon as you have verified the delivery
* Count before you submit - the report drives the inventory adjustment
* Photograph damaged goods for your own records before disposing of them
* Use **None** plus damage when the count was right but the condition was not

## Related

* [Track Orders](https://help.vintaflow.com/en/article/track-orders-n43cmm/) - order statuses and tracking
* [Inventory Management](https://help.vintaflow.com/en/article/inventory-management-eknnwq/) - how the adjustment lands in stock