RECEIPT DISCREPANCIES & EVIDENCE
Over, Short and Damaged (OS&D)
Over, short and damaged describes discrepancies between expected goods and the quantity or condition actually observed. An OS&D record documents the relevant overage, shortage or damage evidence for review.
OVER, SHORT AND DAMAGED IN PRACTICE
- Record the observationCapture quantities, units and condition.
- Preserve the evidenceLink shipment references and appropriate records.
- Assign the resolutionRoute review, stock status and any claim.
Use the agreed units, actual records and approved procedures for your operation.
A WORKED EXAMPLE
The discrepancy needs the same unit on both sides.
A receipt expects 10 cases but the document shows 120 eaches. The team verifies the 12-each case conversion before deciding whether the difference is a genuine shortage.
WHAT THIS MEANS FOR YOUR QUOTE
Agree the requirement before comparing quotes
Use the actual shipment, stock and service requirements. Record the billing unit, included work and responsibility for exceptions.
A LITTLE MORE CONTEXT
Questions about Over, Short and Damaged
Does an OS&D record automatically complete a claim?
No.
Can unit mismatches create apparent discrepancies?
Yes.
Should original observations be retained?
Yes.
Source & example notes
Definition and operational example prepared by 3PL Hub. Examples describe hypothetical requirements; verify the actual records and agreed procedures for your operation.
Quantities, costs and scenarios are illustrative, not operating targets, approved handling instructions or guarantees. Source guidance reviewed 23 October 2026.
Last updated: · 3PL Hub
