Many healthcare facilities invest time and effort into procurement planning, yet still face recurring inventory issues. In most cases, the root cause is not the supplier—it is the receiving process inside the facility. Receiving is the point where inventory accuracy is either protected or slowly damaged by small mistakes such as missing quantities, wrong items, damaged cartons, or incomplete documentation.

In Saudi Arabia, where hospitals and clinics often run fast-paced operations, receiving can become a “rush task.” Shipments arrive, staff are busy, and cartons are moved into storage quickly to clear the loading area. But when verification is rushed, the inventory system becomes unreliable and future orders are based on incorrect data. Over time, this leads to stockouts, over-ordering, emergency purchasing, and stressful audit cycles. A consistent receiving process prevents these issues by ensuring that purchase orders, delivered items, and recorded stock always match from day one.

Below is a practical, workflow-friendly approach that healthcare facilities can apply in 2025 to improve receiving accuracy—starting from the very first step.

Why Receiving Accuracy Matters More Than Most Facilities Realize

Receiving is not just “checking boxes.” It directly impacts:

• Stock availability (preventing unexpected shortages)

• Cost control (avoiding over-ordering due to incorrect balances)

• Audit readiness (clean documentation and traceability)

• Operational efficiency (fewer investigations and urgent follow-ups)

Most inventory problems start small: a missing unit that wasn’t noticed, a similar item received under the wrong SKU, or a delivery note filed without confirming quantities. Those small gaps compound across months.

Step 1: Verify Before Storage—Never After

When a shipment arrives, the facility must confirm what was delivered before it enters storage. Once items are placed on shelves, mixed with existing stock, or distributed to departments, it becomes much harder to identify errors.

Practical Receiving Rule

No item moves to storage unless it is verified against the purchase order (PO) and delivery documents.
This single discipline prevents the majority of receiving-related inventory mistakes.

Step 2: Match the Shipment Against the Purchase Order (PO)

Improving receiving accuracy starts with discipline: matching the shipment against the PO line-by-line. This includes:

• Item name and description

• SKU or item code

• Unit of measure (box, case, each)

• Quantity delivered vs. quantity ordered

• Batch/lot numbers and expiry dates (when relevant)

Common PO Matching Errors

• Counting cartons instead of inner units

• Accepting substitutions without documentation

• Confusing similar-looking items (especially consumables)

• Ignoring unit-of-measure differences

A short checklist at the receiving desk reduces these mistakes.

Step 3: Document Discrepancies Immediately (Not “Later”)

If there is a mismatch, damage, or missing documentation, record it immediately—before signing off. Discrepancies should include:

• Missing quantities

• Wrong items

• Short-dated products (if minimum shelf-life is required)

• Damaged packaging or compromised cartons

• Missing invoices, delivery notes, or certificates (when required)

When discrepancies are delayed, the facility may lose clarity on what happened and who should correct it—leading to prolonged disputes and inaccurate stock records.

Step 4: Update Inventory Records Without Delay

Even a verified shipment can still cause problems if it is not entered into the inventory system quickly. If items are physically available but not recorded, teams may re-order unnecessarily or report a “stockout” that is not real.

Best Practice

Update stock records the same day the shipment is verified—preferably immediately after receiving. This improves data reliability and helps procurement teams plan based on real numbers.

Step 5: Build a Simple Receiving Flow That Staff Can Repeat

Receiving accuracy improves when the process is repeatable. Facilities can standardize a simple flow:

1. Receive cartons in a designated receiving zone

2. Match delivery documents to the PO

3. Count and verify quantities and unit measures

4. Check expiry/lot where applicable

5. Record and photograph discrepancies when needed

6. Approve and sign off only after verification

7. Enter stock into the system and label storage locations

8. Move items into storage or distribute with traceability

When the same steps happen every time, audits become easier and inventory becomes far more reliable.

Rabiyah Medical: Supporting Clear Documentation and Transparent Deliveries

At Rabiyah Medical, we support healthcare facilities not only through product supply, but through clear documentation and transparent delivery workflows. Since 2005, we have worked to make the supply process smoother for hospitals and medical centers by reducing uncertainty and improving order clarity. Our distribution coverage across Jeddah, Riyadh, and Khamis Mushait also helps facilities plan receiving schedules more effectively and avoid frequent urgent deliveries that increase receiving errors.

When documentation is clear and deliveries are consistent, facility teams can receive faster, verify more accurately, and close receiving tasks with fewer issues.

Step 6: Review Receiving Performance Monthly

To keep improvement steady, facilities can review receiving accuracy monthly using simple indicators:

• Number of discrepancies per shipment

• Time from delivery to system entry

• Top categories with repeated receiving errors

• Frequency of urgent deliveries

• Stock variances found during cycle counts

Small improvements here have a big impact on overall inventory stability.

Conclusion

Receiving is where inventory accuracy is either built or broken. By verifying before storage, matching shipments to purchase orders, documenting discrepancies immediately, and updating inventory records without delay, healthcare facilities can reduce stockouts, avoid over-ordering, and make audits significantly easier. If your organization is looking to strengthen receiving control and reduce inventory errors, Rabiyah Medical can support practical receiving models that fit your workflow and improve accuracy from the first step.