A DigiKey Marketplace order is easier to receive when every purchase-order line has its own shipment record. The working file should show what was ordered, who is fulfilling that line, which parcel or shipment is associated with it, and what the receiving team actually counted. This guide provides a worksheet and handover sequence for a buyer managing that task.

DigiKey’s Marketplace overview, checked on 16 October 2026, describes a route in which the customer purchases through DigiKey and the supplier ships to the customer. It flags possible additional shipping charges and directs buyers to the product page, cart and checkout for actual shipping information. Those are the provider’s current public descriptions; the worksheet below is our editorial method for organizing a purchase, rather than a description of an account we accessed.

Build one row for each order line and shipment relationship

Start with the purchase-order line, not a parcel number. A line reference is the anchor that purchasing, the supplier and receiving can use together. Then attach shipment information as it becomes available. If one line is fulfilled through several shipments, keep separate shipment rows linked to that same line. If a parcel contains several lines, retain a separate item-and-quantity record for each line.

Jump to the receiving worksheet. On a small screen, scroll the worksheet sideways to read its three columns.

Field	What to enter	Why it belongs in the handover
Order and line reference	The buyer’s order reference and individual line identifier	Gives every later message a stable place in the receiving file
Item identity	Manufacturer, complete manufacturer part number and any supplier catalogue identifier shown on the order	Keeps the requested part and the supplier’s listing connected without merging the identifiers
Fulfilment participant	The marketplace seller or supplier shown for the actual line	Shows which line the shipment correspondence concerns
Ordered quantity and unit	The quantity and unit recorded in the accepted order	Provides the basis for reconciling receipts; a package count alone is insufficient
Shipment reference	The applicable dispatch reference, tracking reference and packing-document reference, when supplied	Connects documents and parcels to the correct order line
Received quantity and exception	The quantity actually counted, receiving date and any unresolved difference	Supports a clear handover between the warehouse and buyer

This is a suggested internal record, not a list of mandatory DigiKey interface fields. Use the identifiers available in the actual order. A blank field should remain blank or be marked “Needs editor verification” until the appropriate document is obtained. Copying a nearby tracking reference into an unexplained row makes the file look complete while removing the uncertainty the next person needs to see.

Use separate purchasing and receiving milestones

The buying interface and the warehouse answer different operational questions. For the buyer, an order confirmation may establish what was requested or accepted. For receiving, the next useful events are an applicable dispatch record, a parcel arriving, the contents being counted and any discrepancy being resolved. Record the event you have evidence for instead of converting every event into a single “complete” flag.

A simple internal sequence can be awaiting dispatch information → dispatch documented → received awaiting count → counted with or without exception → line closed. These labels are editorial suggestions. They are not DigiKey status names and do not change the platform’s order record. Teams with an established receiving system can map the same events to their own labels.

Consider an illustrative order with a Marketplace line and another line fulfilled through a different route. The first parcel arrives with a packing document that identifies only the Marketplace line. Receiving records the counted quantity against that line and keeps the other line open. This example does not claim that all Marketplace purchases split into parcels; it shows how to avoid closing an entire order on the evidence of one delivery.

Handle the common exceptions before handing the file over

• No usable shipment reference: retain the order line and the documents received, and ask for the missing relationship. Do not borrow a tracking number from another line.
• A different part description: preserve both the order description and the description on the packing record. Ask the buyer or supplier to reconcile them before editing the original requirement.
• A partial receipt: record the quantity counted and keep the balance visible. An expected balance and an uncounted parcel are different states.
• An unexplained extra charge: keep the quote or checkout record associated with the line and route the discrepancy to the transaction owner. The public Marketplace overview supplies no order-specific amount.
• Several items under one logistics-unit identifier: preserve the item-to-unit mapping. Our SSCC receiving guide explains how a logistics-unit record can sit alongside purchase-order lines.

A useful exception note names the affected line, the evidence that disagrees and the next action. “Line pending: packing record does not identify the ordered part; buyer to obtain clarification” gives a colleague more to work with than “shipment problem.” Keep observations neutral: missing or mismatched information is a task to resolve, not proof of supplier misconduct.

A handover note the next shift can use

The following structure can be copied into an existing receiving log. Replace every bracketed item with information from the actual transaction; the placeholders are not sample supplier data.

Order [reference], line [line reference], item [complete identifier]. Fulfilment participant shown on the order: [name as displayed]. Shipment/packing reference: [reference or Needs editor verification]. Quantity counted: [quantity and unit], on [date]. Open difference: [specific issue or none observed]. Next action and owner: [task and responsible role]. Supporting documents: [file references].

The file is ready for handover when another colleague can locate the ordered item, connect the delivery documents, see what was counted and identify what remains open. Confirm actual delivery terms, availability, return arrangements and charges in the applicable transaction. This article does not report a purchase, product inspection or supplier audit, and it makes no judgement on an individual seller’s performance.