Receiving your equipment correctly is an important step in protecting your order from shipping damage, missing items, and potential delivery disputes.

Whether you have ordered an industrial touch panel PC, industrial monitor, Android Panel PC, POS system, or other BVS equipment, we recommend inspecting the shipment before or during signing for delivery.

This simple receiving procedure helps you identify problems early and provides the documentation needed if a shipping claim or replacement is required.

Quick Answer

When your BVS shipment arrives, do not immediately sign for it and put it into storage. First, check the number of packages, inspect the outer packaging for visible damage, and compare the shipment with the packing list or order information. If anything is damaged or missing, take clear photos and note the issue on the delivery receipt before signing whenever possible. Keep the original packaging, labels, protective materials, and damaged products until the issue has been resolved.

Receiving Inspection SOP

Step 1: Check the Number of Packages

Before unloading or signing the delivery receipt, check how many cartons, wooden cases, pallets, or other packages have arrived.

Compare the actual quantity with the shipping documents, packing list, or commercial invoice.

Check:

• Number of cartons

• Number of pallets

• Number of wooden cases

• Package labels

• Shipping marks

• Order or PO number, if shown

• Model information, if shown

For example, if the packing list indicates 5 cartons but only 4 cartons are delivered, do not assume that the missing carton will arrive later without documentation.

Take a photo of the packages you received and record the shortage on the delivery document.

Recommended action:

Received 4 cartons. Packing list indicates 5 cartons. 1 carton missing.

If the carrier does not allow detailed notes, contact the carrier and your BVS sales representative as soon as possible.

Step 2: Inspect the Outer Packaging Before Signing

The condition of the packaging can provide important evidence about what happened during transportation.

Before signing, carefully inspect each package from all visible sides.

Look for:

• Crushed corners

• Broken cartons

• Large dents

• Punctures or holes

• Torn packaging

• Water or moisture marks

• Broken wooden cases

• Deformed pallets

• Missing or damaged straps

• Signs that the package has been opened or resealed

For fragile electronic equipment, pay particular attention to severe impact or compression damage.

Take Photos Before Opening the Package

If you notice visible damage, take clear photos before opening the package.

Try to capture:

1. The entire package

2. The damaged area

3. Shipping labels

4. Carton or case markings

5. Pallet condition, if applicable

6. Any visible impact marks

Photos should clearly show the relationship between the damaged area and the package.

Step 3: Record Visible Damage on the Delivery Receipt

If the package is visibly damaged, do not simply sign the delivery receipt as "Received in Good Condition" if that statement does not accurately describe the shipment.

Where the carrier permits it, write a clear description of the visible damage on the Proof of Delivery (POD), delivery receipt, or electronic delivery record.

For example:

Carton damaged on one corner; contents subject to inspection.

Or:

Package received with visible impact damage.

If the carrier asks you to sign electronically, look for a field or comment option where the condition can be recorded.

Important: Carrier procedures vary by country and shipping company. Follow the applicable carrier's documentation and claim requirements.

Step 4: Open the Package Carefully

After documenting the external condition, open the package carefully.

Do not immediately throw away:

• Cartons

• Wooden cases

• Foam protection

• Plastic bags

• Corner protectors

• Protective film

• Internal packaging materials

• Shipping labels

For electronic equipment, the packaging may be required when investigating transportation damage or arranging a return.

Photograph the Unpacking Process

For high-value or fragile equipment, we recommend taking photos or a short video during unpacking.

A useful sequence is:

Outer package → Shipping label → Internal protection → Product → Damage

This creates a clear record of the product's condition when it was received.

Step 5: Check the Quantity and Product Model

Once the products are unpacked, compare the actual shipment with your order and packing list.

Check:

For products such as industrial panel PCs, POS systems, and industrial monitors, do not rely only on the carton quantity. Verify the actual product quantity and model after unpacking.

Step 6: Inspect the Product for Physical Damage

Before powering on the equipment, visually inspect the product.

Pay particular attention to:

Housing

Check for:

• Cracks

• Dents

• Scratches

• Bent metal

• Deformed corners

• Loose parts

Screen

Check for:

• Cracked glass

• Broken LCD panel

• Black spots

• Lines or abnormal display areas

• Damaged touch surface

• Severe scratches

Interfaces and Components

Check:

• USB ports

• LAN ports

• HDMI/DP ports

• Serial ports

• Power connector

• Buttons

• Speakers

• Cameras or scanners, if equipped

• Other customized interfaces

If physical damage is found, photograph the affected area clearly before attempting repairs or modifications.

Step 7: Perform a Basic Functional Check

After confirming that there is no obvious physical damage, connect the equipment and perform a basic functional test.

Depending on the product, check:

• Power on/off

• Display

• Touchscreen

• Operating system

• USB ports

• Network connection

• Serial communication

• Audio

• Built-in printer

• Scanner

• NFC

• Customer display

• Other ordered functions

For customized products, compare the received configuration with the specifications confirmed in your order.

If the product does not operate correctly, record the problem and contact BVS support or your sales representative.

Step 8: What to Do If You Find Damage

If the product is damaged during transportation, do not throw away the damaged product or packaging.

Keep everything in its original condition as much as reasonably possible.

Please Keep:

• Damaged product

• Original carton

• Wooden case, if applicable

• Foam and protective materials

• Shipping labels

• Pallet

• Damaged accessories

• Delivery documents

These materials may be important for determining whether the damage occurred during transportation.

Take These Photos

We recommend taking:

1. Package photos
Show the entire damaged package.

2. Damage close-up
Clearly show dents, cracks, punctures, broken parts, or other damage.

3. Product photos
Show the damaged area on the actual product.

4. Label photos
Capture the shipping label, model label, serial number, or carton label where appropriate.

5. Packaging photos
Show the internal protective materials and how the product was packed.

6. Optional unpacking video
For serious damage, an unpacking video can provide additional evidence.

Step 9: Contact BVS as Soon as Possible

If you discover damage, shortage, or a serious product issue, contact your BVS sales representative or support team as soon as possible.

To help us investigate the issue efficiently, please provide:

• Order or PO number

• Product model

• Quantity affected

• Shipping information, if available

• Description of the problem

• Photos of the outer package

• Photos of the damaged product

• Photos of labels

• Photos of the original packaging

• Delivery receipt/POD, if applicable

• Unpacking video, if available

The more complete the information is, the easier it is to determine the next step.

A Simple Receiving Checklist

Before completing the receiving process, use this checklist:

Before Signing

☐ Count all packages
☐ Check package labels
☐ Inspect cartons/pallets/wooden cases
☐ Photograph visible damage
☐ Record visible damage on the delivery receipt when possible

After Opening

☐ Keep all original packaging
☐ Check product quantity
☐ Check model numbers
☐ Check accessories
☐ Inspect housing and screen
☐ Check interfaces and connectors
☐ Perform a basic functional test

If Damage Is Found

☐ Take clear photos
☐ Keep the damaged product
☐ Keep the original packaging
☐ Keep shipping labels
☐ Keep delivery documents
☐ Contact BVS promptly
☐ Provide order information and evidence

Why Proper Receiving Inspection Matters

A few minutes of inspection can save significant time later.

For international shipments, transportation may involve multiple stages, including factory loading, domestic transportation, port handling, international shipping, customs clearance, and final delivery.

If damage or shortage is identified and documented immediately, it becomes much easier to establish when and how the issue occurred.

For BVS customers, a standardized receiving process also helps our team investigate problems more efficiently and provide the appropriate solution.

FAQ

Should I refuse a damaged shipment?

Not necessarily. The appropriate action depends on the severity of the damage and the carrier's procedures. If the package is visibly damaged, document the condition and record it on the delivery receipt whenever possible. If you are unsure, contact the carrier and BVS before refusing the shipment.

What if I discover hidden damage after signing?

Contact BVS and the carrier as soon as possible. Provide photos of the product, packaging, shipping labels, and the damage. Keep the original packaging and damaged product until the investigation is completed.

Can I throw away the packaging after receiving the equipment?

We recommend keeping the original packaging until you have completed the inspection and confirmed that the equipment is in good condition. If there is a damage or return issue, the original packaging may be required.

What information should I provide when reporting a damaged product?

Provide your order or PO number, product model, quantity affected, a description of the issue, photos of the package and product, shipping labels, and the delivery document if available.

Should I power on a product that has severe physical damage?

If the equipment has serious visible damage, such as a cracked screen, severely deformed housing, exposed components, or damaged power connectors, do not power it on. Document the condition and contact BVS for guidance.

Final Reminder

Inspect → Count → Photograph → Record → Keep the Packaging → Report

Following these six steps can make the receiving process much safer and help protect your order in the event of transportation damage or shortage.

At BVS, we recommend that customers treat receiving inspection as part of the equipment installation process—not simply as a delivery procedure.

Whether you are receiving industrial touch panel PCs, Android Panel PCs, industrial monitors, POS systems, or customized equipment, a few minutes of careful inspection can make the entire after-sales process much easier.

BVS — Reliable Industrial Computing Solutions for Professional Applications.