Articles on: Orders

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

Go to Orders > Tracking
Select the Inbound tab
Find the delivered order

Step 2: Change the Status to OS&D

Click the Status dropdown on the order row
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

Tick Some items were damaged
Enter the Damaged Quantity

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

Step 6: Submit

Review every affected line
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

Track Orders - order statuses and tracking
Inventory Management - how the adjustment lands in stock

Updated on: 27/08/2026

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