Goods receiving: a practical checklist for checking deliveries

What to check when a delivery of stock arrives

1. Paperwork. The delivery note matches the purchase order: supplier, item codes, quantities and units.
2. Vehicle. Clean, dry and suitable for the goods, and at the right temperature for chilled or frozen loads.
3. Packaging. Pallets, wrapping and cartons are undamaged. Photograph any damage before the driver leaves.
4. Quantity. Count what actually arrived, in the unit on the purchase order (cartons or pieces).
5. Batch and dates. Batch or lot numbers, production and expiry dates are readable and recorded.
6. Labels. Labels are readable and match the goods.
7. Differences. Shortages, excess and rejected items are written on the delivery note before you sign it.

The sections below go through each step in more detail.

Why receiving matters

Most stock errors start at the dock. A shortage that is signed for, a wrong item accepted, or a batch number not recorded becomes a stock difference weeks later, when it is much harder to trace. A few minutes of checking at receiving saves hours of investigation later.

How these errors show up in the stock records, and how to measure them, is covered in the stock record accuracy guide.

Before the vehicle arrives

• Have the purchase order or expected delivery list ready.
• Keep a clear, marked area for unloading and checking, separate from stock already booked in.
• Know which items need special checks: chilled or frozen goods, hazardous goods, items with short shelf life.

At unloading

• Check the vehicle before unloading: clean, dry, suitable for the goods, and at the right temperature for chilled or frozen loads.
• Check the delivery note against the purchase order: supplier, item codes, quantities and units.
• Look for damage to pallets, wrapping and cartons before the driver leaves. Take photos of any damage.

Counting and checking the goods

• Count what was actually delivered, in the unit on the purchase order. Watch for cartons versus pieces.
• Record batch or lot numbers and expiry dates where your products need them.
• Check labels are readable and match the goods.
• Separate anything rejected, label it clearly, and keep it away from saleable stock.

Shortages, excess and rejections

Record the difference on the receiving record and on the driver’s copy of the delivery note before signing. Write what was actually received, not what was expected. For rejected goods, record the quantity and the reason, such as damaged, wrong item, short shelf life or temperature out of range, and tell purchasing so they can deal with the supplier. Accepted plus rejected should always equal what was delivered.

After checking

• Book the accepted quantity into the system promptly, usually as a goods received note (GRN), so stock records match what is on the floor.
• Put away to the correct location and record it.
• File the signed delivery note with the receiving record.