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Receiving Checklist Template
Check each delivery against the order. Separate accepted, rejected, and held quantities, carry forward partial-delivery balances, and assign someone to resolve shortages and credits. Download the blank checklist or a clearly labeled fictional example.
Pack definition and quantity unit; ordered total, previously accepted, and this delivery’s accepted, rejected, and held quantities
Unaccepted balance: ordered minus previous and current accepted quantities, floored at zero — review this balance before reordering
Catchweight with weight unit, measured temperature with unit, condition checks, and discrepancy notes
Exception owner, next action, status, and follow-up date; credit requested, issued, and applied with the supplier reference
How to use it
Use one copy per delivery. The Excel file prints landscape, one page wide; the Example tab shows a filled-in delivery.
Use the same quantity unit across each line. Delivered must equal accepted plus rejected plus held. Record catchweight separately with its weight unit, and follow your site policy for checks.
The Excel and Google Sheets versions calculate the balance: ordered total minus quantities accepted before and now, floored at zero. In the CSV, enter it by hand. A balance is unresolved work, not an automatic reorder; review held stock and any overdelivery too.
Record each discrepancy and its evidence, then assign an owner and follow-up date. Confirm delivery, replacement, or cancellation with the supplier before closing the order balance.
Keep requested, issued, and applied credits separate. An issued credit is not necessarily applied, and it does not resolve a held item or missing delivery automatically.
Need the checklist tied to the order? In LineNow's purchase order receiving workflow, check the delivery against its purchase order, record what arrived, and review the receipt before updating inventory. Physical receipt still needs checking; an invoice alone does not establish what was delivered.
