If a wholesale squishy toy order appears short, match the order to the shipment and the shipment to the cartons actually received. Then count each SKU in a consistent unit. Separate a carton still in transit, a packing discrepancy, a wrong variant and an item held for damage review before reporting the difference.
The result should be a small reconciliation sheet supported by carton references and photographs. This is a receiving workflow, not a statement of RUIWO's refund policy or a carrier's liability. Reporting requirements and the resolution depend on the applicable order and shipping terms.
Start with the shipped quantity
The purchase order records what you agreed to buy. The final packing list records what the supplier says was included in a particular shipment. The receiving count records what you have found. Keep all three figures: a balance planned for a later dispatch is different from goods listed as shipped that cannot be located.
Before opening a shortage case, collect the order or RFQ reference, the final packing list, dispatch confirmation and every tracking or consignment reference. If a forwarder consolidated several orders, ask for the carton mapping that identifies your order within that shipment.
Use the carton marks and packing-list guide to align the document fields. A temporary shipping estimate should not replace the final packing list in this check.
Reconcile cartons before individual toys
Make a row for each carton identifier listed for your shipment. Record whether it has arrived, whether you opened it and where its contents are now stored. Where there are multiple tracking numbers, check each one individually instead of assuming one delivery notification covers the complete order.
Photograph the carton identifier, shipping label and external condition before discarding any packaging. If a carton is open, resealed, wet or crushed, record what you can observe without assigning a cause. Keep delivery paperwork and any receiver's notes with the same record.
A carton that has not arrived belongs in the shipment-status check. An unopened carton in your warehouse belongs in the count still to complete. Neither should silently be recorded as a confirmed missing product quantity.
Use one counting unit and preserve the variant
For each line, record the supplier SKU, size, color or assortment rule, package version and counting unit. Convert displays or sets to pieces only when the approved contents are known. The pieces, sets and displays guide explains the ordering side of this distinction.
RUIWO's Rainbow Mystery Bun page distinguishes two sizes and multiple colors. A count of “pink buns” alone could mix two ordered variants. Read the size and style reference on the approved order and keep the counts separate. The catalog photograph is a product-identification reference, not evidence of what was packed in your shipment.
If the order permits a random color assortment, compare it with that agreed rule. If exact color quantities were approved, count by color. A full total in the wrong variant mix is a discrepancy even when the overall piece count matches.
Work through a simple shortage example
Hypothetical example only: a final packing list shows 120 pieces of one approved SKU across cartons C01 and C02. Each carton is supposed to contain five displays of 12 pieces. These invented quantities do not describe a RUIWO order, standard case pack or MOQ.
| Carton | Listed pieces | Counted pieces | Count detail |
|---|---|---|---|
| C01 | 60 | 60 | 5 displays × 12 pieces |
| C02 | 60 | 57 | 4 displays × 12, plus 1 display with 9 |
| Total | 120 | 117 | 3 pieces remain unaccounted for |
The reported discrepancy is three pieces in C02. Saying “one display is missing” would describe a different quantity. Keep a photograph of the affected display beside its carton reference, and have a second person repeat the count where practical.
Now suppose two of the 117 received pieces have damaged packaging and are held for review. Record 117 received = 115 not held + 2 held, alongside the separate three-piece shortage. The two held units are physically present; adding them to the missing count would overstate the shortage. Their saleability needs a separate decision.
Check the warehouse movements before closing the count
Look for items moved into another bin, transferred to the shop floor, separated for photography or held for inspection. Record those movements by SKU and carton or receiving batch. Also check whether a similar product was counted on the wrong line.
Keep receipts from different shipments separate until reconciliation is complete. If you combine new stock with an older balance first, a later shelf count may not identify where the difference arose. Weighing a carton can support an investigation but cannot replace an item count without a reliable, agreed packing and weight reference.
Send one evidence packet
Provide a clear count first, followed by the supporting files:
- Order reference and the packing-list version used.
- Shipment references and carton identifiers received or outstanding.
- SKU, selected variant, counting unit, listed quantity and counted quantity.
- Photos of relevant labels, carton condition and the affected contents.
- Separate counts for shortages, wrong variants and goods held for damage review.
- The count date, warehouse movements checked and unresolved questions.
Carrier evidence requirements are separate from the supplier discussion. For example, UPS's supporting-document guidance describes photographs of the item and internal packing, the shipping label and the outside of the package, as well as box measurements, when photo documentation is requested. Check the actual carrier, service and shipment terms promptly for the applicable process; this example does not establish a universal deadline or a right to reimbursement.
Use a precise message and record the outcome
Copy and complete: “Order [reference], shipment [reference], packing list [version]. We received [carton identifiers]. For SKU [SKU + variant], the list shows [quantity + unit] and our completed count is [quantity + unit]. The difference is [quantity + unit]. Separately, [quantity] received units are held for [observed issue]. We checked [locations/movements]. Photos and the count sheet are attached. Please help reconcile this against the packing record.”
Ask whether the difference is a document correction, a remaining dispatch, a packing error or another issue requiring investigation. Record the agreed next action, responsible contact and follow-up date. Do not book a replacement or credit as confirmed until you have written agreement.
Contact River on WhatsApp with the order and count sheet. For a subsequent order, choose the exact variants in the squishy toy catalog and keep the same identity fields from quotation through receiving.