Discrepancy report

What this worksheet records

A discrepancy report should distinguish the intended result from the observed problem. Identify the package and affected item, then state whether it is missing, damaged, late, incorrect or otherwise different from the accepted requirement. Record quantity and evidence only to the extent actually observed. If the issue could affect safe use, stop the affected activity and obtain competent assessment rather than letting a worksheet score determine whether equipment or installation is acceptable.

Complete and review it

Assign responsibility for the next action without guessing liability before the parties investigate. Retain photographs or other evidence only where sharing is permitted. A replacement proposal, partial receipt and completed resolution are different states. Closing the issue should require an attributable outcome and an explanation of any remaining exception. Preserve the customer's original observation and the provider's response so a programme review can report what happened without inventing a successful delivery or customer satisfaction.

Field definitions

• issue_id: A stable identifier for this issue, used to connect related rows without merging unrelated records.
• campaign_id: A stable identifier for this campaign, used to connect related rows without merging unrelated records.
• site_id: A stable identifier for this site, used to connect related rows without merging unrelated records.
• package_id: A stable identifier for this package, used to connect related rows without merging unrelated records.
• item_id: A stable identifier for this item, used to connect related rows without merging unrelated records.
• expected_state: The current expected state supported by the record, preserving unknown, proposed and confirmed outcomes as distinct states.
• observed_state: The current observed state supported by the record, preserving unknown, proposed and confirmed outcomes as distinct states.
• quantity_affected: The count actually affected by the discrepancy, with its observation source retained.
• reported_date: The actual reported date, with date format or period meaning explicit; distinguish requested, planned, confirmed and observed values.
• reported_by: The named person or agreed role responsible for reported by; confirm its real scope rather than assuming authority from a typed name.
• evidence_reference: The actual attributable source for evidence reference; a reference is not evidence that a decision was authenticated or its content verified.
• immediate_action: The actual immediate action relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• responsible_provider: The actual responsible provider relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• next_action: The actual next action relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• due_date: The actual due date, with date format or period meaning explicit; distinguish requested, planned, confirmed and observed values.
• resolution_evidence: The actual resolution evidence relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• state: The current state supported by the record, preserving unknown, proposed and confirmed outcomes as distinct states.

Prepare a deliberate export

Discrepancy reports can contain customer criticism, private locations and media. Share the affected package with the people resolving it, excluding unrelated client information. Downloading the report does not send a complaint or determine commercial liability.

Take it to the next job

• Describe expected and observed states with exact item identities.
• Escalate safety-related uncertainty to competent assessment.
• Close with attributable resolution evidence and remaining exceptions.