Dental Bur Reorder and Receiving Checklist for Clinics
A complete dental bur reorder records the exact model, any named grit, the pack size and the number of packs. Receiving then checks those same fields against the delivery. Keeping one record through both steps makes it easier to spot an incorrect model, a missed option or a pack-count misunderstanding before the items join your inventory.
1. Build the request from an identifiable item
Start with the original package, a previous confirmed order or your clinic's approved purchasing list. Copy the complete model, including letters and prefixes. Write down the product title as a second reference. If staff only supply a loose bur or a shape description, request the missing identification before choosing a listing.
The complete-model guide is a useful search starting point. For a repeat order, preserve the exact requested model even when a similar title appears in the results. Record a proposed change separately and have the responsible clinician confirm it.
2. Use one worksheet for purchasing and receiving
| Field | Approved order | Receiving check |
|---|---|---|
| Complete model and listing title | ________________ | Delivered label matches: ______ |
| Named grit, if offered | ________________ | Delivered option: ______ |
| Burs per pack | ________________ | Labeled pack count: ______ |
| Number of packs | ________________ | Packs received: ______ |
| Total ordered burs | ________________ | Calculated total received: ______ |
| Order reference and notes | ________________ | Discrepancy or follow-up: ______ |
Use a separate row or sheet for each model and selected option. Combining different grits into one line such as “diamond burs, 100” removes the information receiving needs to reconcile the delivery. The worksheet can accompany your normal purchasing record; it does not replace your clinic's handling procedures.
3. Reconcile packs before placing the order
Total burs = burs per pack × number of packs. The following examples use real Koyo listings and their listed options. They are sample order lines, not recommended stock quantities.
| Exact product | Selected option | Packs | Total burs |
|---|---|---|---|
| FG 330 Pear Carbide Bur | Pack of 10 | 3 | 30 |
| 835-010 Flat-End Cylinder Diamond Bur FG | Medium; Pack of 100 | 1 | 100 |
| 837-012 Flat-End Cylinder Diamond Bur FG | Coarse; Pack of 10 | 2 | 20 |
These three lines total 150 burs across six packs, but they remain three distinct items. Do not replace the line-by-line record with that combined total. If the first line changes from Pack of 10 to Pack of 100 while the pack quantity stays at three, its total changes from 30 to 300.
For price calculations, refer to the pack-price guide. This checklist focuses on item identity and quantity continuity from request to receipt.
4. Review the cart and save the confirmation
Compare each cart line with the worksheet: complete model, named grit where offered, selected pack and quantity. Recalculate totals after changing a pack option. Review current availability and checkout details before placing the order, then save the confirmation with the worksheet.
If another staff member receives deliveries, give them the confirmed order rather than only the original request. A request may have changed during approval. Where an item was deliberately changed, record who confirmed the revised model or option so receiving does not have to guess.
5. Check the delivery before shelving
Match the delivered label to the confirmed order first. Count the packs and read the labeled pack size, then calculate the total for that line. Record visible packaging damage or a label that cannot be read. Follow your clinic's normal process for unresolved items and keep the relevant packaging available for review.
For a discrepancy, record the order reference, ordered model and option, delivered label, expected pack count and received pack count. A clear label photo helps explain the mismatch. Contact Koyo through ordering help with those facts; the record supports the inquiry without assuming a particular returns outcome.
Once each line is reconciled, retain the completed worksheet as the starting reference for the next reorder. That closes the loop between the item requested, the item purchased and the item actually received.