A peak receiving contingency file should connect the parties who can act when a shipment plan changes. Purchasing, preparation, transport and account receiving are separate commitments, and a delay in one can affect the others.
Record the handoffs
- Keep the supplier's confirmed dispatch information and contact responsible for changes.
- Link the preparation instructions to the intended product and expiry lot.
- Record the carrier's collection details and the current account shipment plan.
- Identify the person who can obtain missing carton, label or customs information.
- Keep known channel commitments beside the shipment, rather than blending them into ordinary sales history.
Amazon's FBA shipping overview describes the Canadian preparation and shipping-plan steps. Use the current destination-store instructions for the shipment itself.
Define the response to a change
For each unresolved handoff, write the next question and who will answer it. If a supplier commitment changes, retain the original confirmation and the revised one. If the receiving plan changes, confirm the destination before the carrier proceeds.
Close the record with the actual dispatch, receipt and discrepancy evidence. The contingency file helps people coordinate the work; it should not be presented as a certain sales result or uninterrupted availability.