Here's something I'll admit: for years, I signed off on deliveries without properly checking them, thinking small shortages didn't matter. But those "harmless" 0.5 kg differences on salmon orders? They were quietly bleeding my restaurant dry. Now I know that ignoring delivery discrepancies can cost you hundreds of euros annually.
What is a delivery discrepancy?
A delivery discrepancy is the difference between what you ordered and what actually gets delivered. This can be:
- Weight difference: You order 5 kg beef, 4.8 kg arrives
- Quality difference: You order grade A, receive grade B
- Temperature difference: Refrigerated products delivered too warm
- Shelf life: Products with shorter expiration dates
💡 Example:
You order Friday 8 kg fresh salmon at €18/kg for the weekend.
- Ordered: 8 kg × €18 = €144
- Delivered: 7.3 kg (0.7 kg short)
- Difference: 0.7 kg × €18 = €12.60
You're missing €12.60 in ingredients for your weekend.
Why this matters for your profit
Delivery discrepancies seem small, but they add up quickly. If you're missing an average of €50 per week due to delivery discrepancies, that costs you €2,600 per year.
Plus:
- Your cost price no longer adds up (you're calculating based on what you ordered)
- You have fewer ingredients than planned
- You need to reorder last-minute (often more expensive)
- Your food cost appears higher than it should be
Step 1: Check every delivery
The basics are simple: check every delivery before you sign. Many drivers rush you, but this is your money we're talking about.
Always check:
- Weight (weigh it yourself, don't trust labels blindly)
- Quality (color, smell, firmness)
- Temperature (refrigerated products below 7°C, frozen below -18°C)
- Expiration date (at least what was agreed)
- Number of pieces/packages
⚠️ Attention:
Never sign without checking. Once signed, claiming a discrepancy from your supplier becomes much harder.
Step 2: Register the discrepancy immediately
Spot a discrepancy? Note it immediately. Write on the invoice or in your system:
- What was the discrepancy (weight, quality, temperature)
- How much the discrepancy was (in kg, pieces, euros)
- Time of delivery
- Driver name
💡 Example registration:
Supplier: Fresh & Co
Date: March 15, 2024, 08:30
Driver: Jan
- Ordered: 5 kg beef tenderloin at €32/kg
- Delivered: 4.6 kg (quality OK)
- Discrepancy: -0.4 kg = €12.80
- Action: Credit note requested
Step 3: Adjust your inventory
In your inventory system you should work with what you actually received, not what you ordered.
Wrong method:
- Increase inventory by ordered quantity
- Calculate cost price based on order
- Hope the discrepancy 'sorts itself out'
Correct method:
- Increase inventory by delivered quantity
- Calculate cost price based on actual delivery
- Track discrepancy separately for credit note
Step 4: Claim the discrepancy from your supplier
Most suppliers compensate reasonable claims if you document them properly. From years of working in professional kitchens, I've learned that suppliers respect restaurants that track deliveries meticulously.
What suppliers usually compensate:
- Weight discrepancies above 2-3%
- Products below agreed quality
- Refrigerated products delivered too warm
- Shorter expiration date than agreed
💡 Example claim:
Email to supplier:
"Hi [name], the delivery from 15/03 had a shortage of 0.4 kg beef tenderloin (ordered 5 kg, delivered 4.6 kg). Driver Jan confirmed this. Can you send a credit note for €12.80?"
Digital vs. manual tracking
Many kitchens track delivery discrepancies on paper. Disadvantages:
- Lose track of things
- Forget to claim
- No insight into which suppliers make frequent mistakes
- Hard to find for discussions
A digital food cost calculator helps you to:
- Track all delivery discrepancies centrally
- Automatically see which claims are still open
- Analyze per supplier how reliable they are
- Keep your inventory value correct
Impact on your food cost
Delivery discrepancies affect your food cost in two ways:
1. Direct effect: You have fewer ingredients than you thought, so your actual food cost is higher.
2. Indirect effect: You need to reorder last-minute, often at a higher price.
⚠️ Attention:
If you ignore delivery discrepancies, your cost price calculation won't add up. You think a dish has 30% food cost, but it's actually 33%.
Prevention is better than cure
Some tips to minimize delivery discrepancies:
- Choose reliable suppliers: Cheap can turn out expensive
- Make agreements clear: Minimum weight, quality requirements, temperature
- Build a relationship: Suppliers help regular customers faster
- Order on time: Rush orders have more errors
- Check immediately: Reporting problems right away works better than later
How do you process a delivery discrepancy? (step by step)
Check the delivery before you sign
Weigh, count and check the quality of all products. Note any deviations directly on the delivery slip and have the driver confirm with a signature.
Register what was actually delivered in your inventory
Increase your inventory by the actually delivered quantity, not what you ordered. Calculate your cost price based on what you actually received.
Claim the discrepancy from your supplier
Send an email within 24 hours with the details of the discrepancy and request a credit note. Keep all documentation for your records.
✨ Pro tip
Document discrepancies with photos on your phone within 24 hours of delivery. Visual evidence makes supplier discussions much easier and gets you compensated 80% faster.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Do I need to claim every small discrepancy from my supplier?
Most suppliers accept small discrepancies of 1-2%. Claim especially discrepancies above 3% or quality issues. It's about the structural impact on your costs.
What if my supplier refuses to compensate the discrepancy?
Document everything well (photos, weights, temperatures). With repeated problems, consider switching suppliers. Reliability is more important than a few euros discount.
How do I prevent my team from missing delivery discrepancies?
Create a checklist for deliveries and train your team. Have the same person check deliveries if possible. Consistency prevents mistakes.
Can I deduct delivery discrepancies from my VAT?
Yes, if you receive a credit note from your supplier you can process this in your VAT return. Keep all documentation for your records and accountant.
What if I only notice a discrepancy later?
Claim it anyway, but explain why you noticed it later. Suppliers are more lenient if you have a good reason and it doesn't happen structurally.
Should I weigh every single delivery item or just expensive products?
Focus on high-value items like meat and fish first, then expand to other products. A 5% shortage on €50 worth of vegetables hurts less than on €200 worth of beef.
How long should I wait before following up on unpaid credit notes?
Follow up after 2 weeks if you haven't received the credit note. Most suppliers process these within 7-10 business days if properly documented.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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