07 Sep Packing-List Reconciliation
A capsule house packing list should connect every unit, package, accessory and document to the purchase scope. Reconciliation means comparing the controlled list with physical identifiers before shipment and again at receipt, while recording shortages, substitutions and exceptions.
The contract, carrier instructions, customs broker and destination requirements determine the actual documents and responsibilities. This checklist does not define a universal packing list or customs declaration.
Start With the Contracted Supply Scope
List each selected unit, configuration, option, loose accessory, installation item, spare or consumable included in the agreement. Separate supplier scope from freight, site work, foundations, utilities and locally sourced items.
Use stable item numbers. Descriptions such as “accessories” or “hardware” are too broad for reliable checking. Record quantity, unit of measure and the document that defines the item.
Link Units and Packages
Assign the relevant unit identifier to each main unit and package. Where one package supports several units, state that relationship. Record package number, content summary, gross or dimensional information only when supplied and verified, and handling marks relevant to the agreed process.
Photograph identifiers in context. A close-up label without a package overview can be difficult to reconcile later.
Control Loose and Separately Packed Items
Identify keys, remotes, fittings, documents, tools, optional equipment and other loose items by package location. If a sealed package cannot be opened at destination without affecting protection or warranty conditions, define how contents will be verified.
Do not assume a missing item was never supplied. Preserve dispatch evidence and custody records before reaching a conclusion.
Packing-List Reconciliation Table
| Control field | Record | Check |
|---|---|---|
| Contract item | Item, quantity and scope reference | Is it included? |
| Unit identity | Model, configuration and unit ID | Is the correct unit traceable? |
| Package identity | Package number and linked unit | Can receiver locate it? |
| Physical check | Count, label and evidence reference | Does physical supply match? |
| Exception | Shortage, mismatch, owner and action | Is closure documented? |
Reconcile Before Shipment Release
Compare the current packing list with visible unit and package identifiers. Link photographs and exceptions to the pre-shipment inspection record. Keep preliminary lists separate from the issued shipping version.
If a substitution or split shipment is proposed, record the approved change and its effect on receipt, installation and handover.
Repeat the Check at Destination
At arrival, compare the issued list with received package identifiers before items move beyond the receiving area. The receiving inspection checklist covers condition, custody and unloading observations.
Record missing, extra, damaged-label or inaccessible packages. Do not alter the original list; issue a dated reconciliation record.
Connect the List to Import and Handover
Provide the relevant records to the contracted broker and logistics parties in their required form. The import guide explains the wider workflow but does not replace professional customs advice.
To coordinate available product-side records, contact Rovellc with the selected configuration, quantity, destination and agreed supply scope. Confirm final document requirements with the carrier, broker and destination authorities.