Research supplies rarely fail in dramatic ways. More often, a carton contains nine kits instead of ten, labels show an unexpected version, or a packing slip references the wrong site. If the difference stays in a receiving notebook, the study team may not learn about it until supplies are needed.
Compare three records
At receipt, compare the physical shipment with the approved order, shipping notice, and packing slip. Record the study, site, supplier, tracking number, received time, item, expected quantity, observed quantity, lot or version shown, package condition, and receiver.
Describe the variance plainly. "Two labels show version 3 while the shipping notice lists version 4" is more useful than "wrong labels." Preserve packaging, photographs, and documents only as the approved procedure directs.
Separate the material
If policy requires segregation, place the affected items in the designated area and label their status. Do not improvise a quarantine location or mark material as accepted. Notify the study supply or quality owner through the named channel.
Administrative staff can request missing documents and coordinate a vendor reply. They should not decide that a substitute item is equivalent or that a variance has no study impact.
Record the disposition
Link the owner's decision, replacement shipment, return authorization, or corrective record. Close the variance only after the physical count and system count agree, or an authorized person documents why they differ.
Review variances by type and supplier. Repeated quantity differences may justify a receiving change. Repeated version mismatches need study-owner attention.
The log supports traceability for study supplies. It does not replace investigational product accountability, validated inventory controls, sponsor instructions, or quality review.
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