How To Complete An OS&D Report In A Warehouse: Step-By-Step Checklist

OS&D Report A report documenting overages, shortages, and damages identified during freight receipt. Proper completion of the OS&D report at the dock creates the evidence chain necessary for claims, inventory updates, and supplier notifications.

The following step-by-step checklist focuses on practical actions warehouse teams should take when creating an OS&D report. The aim is to capture sufficient, timely evidence that supports inventory integrity and claim resolution while minimizing operational delays at the dock.

Step 1 — Initial Inspection Before Unloading

Inspect the exterior of the trailer or container for obvious damage (wetness, holes, crushed corners). Note trailer seal condition and any observable load shift. If damage is severe, photograph the trailer and ask the driver to remain present during initial documentation. Record the arrival time and dock number.

Step 2 — Verify Documents And Scan

Compare the bill of lading, packing list, ASN, and PO. Scan or capture the shipment identifiers into the WMS. Record the BOL/manifest number on the OS&D form so all documents can be cross-referenced during claims or inquiries.

Step 3 — Count And Inspect Items As Unloaded

• Count: Confirm pallet/carton counts against the packing list and note discrepancies immediately.
• Inspect: Open representative cartons when damage is suspected to determine product condition and collect product-level evidence.
• Segregate: Move damaged or questionable cartons to a quarantine area to prevent putaway until disposition is decided.

Step 4 — Capture Evidence

Photographs are the most persuasive evidence. Capture at minimum: a wide shot of the affected pallet(s), focused photos of damage, and images showing both the shipping label and the BOL. Use timestamps and ensure label legibility to prove the photo relates to the affected shipment.

Step 5 — Complete The OS&D Form Accurately

• Reference identifiers: Include BOL, PO, carrier, and driver details.
• Describe the exception: Indicate whether it is an overage, shortage, or damage and provide item-level detail (SKU, expected vs received quantity).
• Record actions: Note whether the shipment was accepted, rejected, or partially accepted, and whether a claim was initiated.

Step 6 — Get Signatures Where Possible

If the carrier representative is available, request a signature or notation on the POD acknowledging the damaged or short status. A contemporaneous carrier signature significantly strengthens a claim; when a signature is not possible, document attempts to notify the carrier.

Step 7 — Notify Stakeholders And Start Workflows

Immediately send the OS&D report and supporting photos to the merchant, procurement, and carrier. Update the WMS to reflect quarantined stock or adjusted counts and open any internal tickets for quality inspection or financial reconciliation. Timely notification helps meet carrier claim deadlines and expedites supplier responses.

Step 8 — Follow Through On Disposition

Track the OS&D through to resolution: carrier acknowledgment, claim settlement, supplier credit or replacement, or approved disposal. Update inventory balances and close the OS&D record only when all parties agree on the final disposition and accounting adjustments are complete.

Checklist — Minimum Data To Capture On Every OS&D

• Identifiers: BOL, PO, ASN, carrier, and trailer/container number.
• Evidence: Time-stamped photographs showing damage and labels.
• Counts: Expected vs received quantities at SKU level.
• Actions: Quarantine status, claim initiation, and point of contact names.

In short, the OS&D Report should be completed at the point of exception with clear identifiers, photographic evidence, and documented next steps so carriers, merchants, and warehouse teams can resolve shortages, overages, and damages efficiently and with minimal dispute.