Fields to capture
Record the original ID, material description, count, date and parties. Note the condition observed at receipt and reference available records. Separate what you saw from information supplied by the sender.
Split batches and new identifiers
If ten plants are separated from a larger batch, link the new identifier to the original and record the quantity transferred. A change of site or operator should leave earlier provenance intact.
Example: keep the correction visible
The handover record initially showed ten plants. A recount found nine. Append a dated correction with the reason and retain the original note. This illustrates a record-keeping practice rather than a legal requirement.