Receiving instructions
Suppliers need the agreed receiving address and shipment reference before they send goods. A company registration address is not an instruction to deliver cargo. Match each domestic delivery to the expected purchase.
- Supplier and order or invoice reference.
- Expected goods and carton counts.
- Domestic tracking reference and estimated dispatch date.
- Your buyer or shipment identification and any handling instructions.
Supplier and carton records
A receiving summary should show what is expected, what has arrived and which decision is still open. Repacking then links the supplier references to the final outbound cartons.
Illustrative structure
| Stage | Information to retain |
|---|---|
| Expected arrival | Supplier, order, expected goods/cartons and inbound tracking reference. |
| Receipt | Actual carton count, visible packaging condition and receipt/photo references. |
| Difference | Affected order, issue, evidence and the buyer’s hold, return, replace or accept instruction. |
| Final packing | Contents mapped to outbound carton numbers, gross weights and dimensions. |
Expected arrival
- Information to retain
- Supplier, order, expected goods/cartons and inbound tracking reference.
Receipt
- Information to retain
- Actual carton count, visible packaging condition and receipt/photo references.
Difference
- Information to retain
- Affected order, issue, evidence and the buyer’s hold, return, replace or accept instruction.
Final packing
- Information to retain
- Contents mapped to outbound carton numbers, gross weights and dimensions.
Illustrative record fields. Your proposal confirms the receiving and packing information included.
Receiving checks and product inspection
| Scope | Decision it supports |
|---|---|
| Outer cartons | How many packages arrived and whether visible packaging damage needs attention. |
| Agreed open-carton checks | Whether the specified items, quantities or visible features match the check instructions. |
| Detailed or functional inspection | A separate test or inspection scope, including sample size, method and provider. |
Outer cartons
- Decision it supports
- How many packages arrived and whether visible packaging damage needs attention.
Agreed open-carton checks
- Decision it supports
- Whether the specified items, quantities or visible features match the check instructions.
Detailed or functional inspection
- Decision it supports
- A separate test or inspection scope, including sample size, method and provider.
Choose the scope before the work. A carton count or photograph is not a full quality, safety or authenticity check.
Packing options
Keep supplier packaging
Original packing may protect fragile items or preserve retail presentation. Its size still affects the freight basis.
Combine or replace outer cartons
Reducing empty space may help, but new materials and packing work add costs. Compare the final measurements and freight with the additional handling.
Handle unsuitable combinations separately
Weight, shape, fragility and cargo restrictions can make separate packing necessary. Physical consolidation does not make all products suitable for the same channel.
Final measurements and freight costs
Repacking can change carton count, gross weight and dimensions. The quotation needs to state the volumetric divisor where relevant, rounding, minimum charge and whether cartons are assessed individually or as one shipment. A smaller carton does not automatically mean a lower total price.
- Keep the measurement version that supports the quotation.
- Compare any remeasurement or repacking difference before approving dispatch.
- Separate warehouse operations, packing materials, storage and international freight in the cost review.
Late arrivals and split shipments
Wait for the missing supplier
Keep the expected arrival date and storage conditions visible. The agreed storage allowance, if any, has its own start and end.
Send the ready goods
Review the revised packing list and freight minimums for the partial shipment. The balance remains a separate receiving and release decision.
Separate urgent items
Compare an urgent air shipment with the planned sea shipment, using the actual packed goods and destination.
Dispatch approval checklist
Combining purchases physically does not combine separate buyers or import responsibilities. Supplier invoices, product descriptions and the final carton mapping still need to support the chosen import arrangement.
- Included supplier orders and any goods held back.
- Final carton count, weights, dimensions and selected packing.
- Transport mode, charging basis and included warehouse work.
- Importer, clearance instructions and required records.
- Named collection or delivery point, charges and release authorisation.
Reference library
Sources and reference material
01SARS: invoice recordssars.gov.za02SARS: import proceduressars.gov.zaReviewed 27 October 2026