Goods receiving process: a checklist for warehouses and branches

Receiving is the moment a company accepts ownership of goods from a supplier. Errors here flow everywhere: inventory is wrong, suppliers are paid for goods never delivered, and production or branches run short. A disciplined receiving process confirms that what arrived matches what was ordered, in the right quantity and condition, and records it the same day.

Before the delivery arrives

• Open purchase orders are visible to receiving staff
• Expected deliveries scheduled by supplier and time slot, especially for busy warehouses
• Receiving area clear, with space for inspection and quarantine
• Only authorized receivers can accept deliveries

At the dock

1. Verify the delivery against an open PO: supplier, PO number, items. No PO, no receipt, unless an approved exception exists.
2. Count every item, ideally blind (without seeing the PO quantity) and then compare.
3. Inspect condition: packaging, damage, expiry dates, lot numbers and specifications.
4. Record discrepancies on the delivery receipt before signing: shortages, damages, wrong items.
5. Sign the supplier's delivery receipt only for what was actually received in good condition.
6. Quarantine items needing quality inspection before release to stock.

Recording in the system

Record the receiving report in the system the same day, referencing the PO and the supplier's delivery receipt. This:

• Updates inventory and valuation
• Allows accounts payable to match the invoice (three-way match)
• Shows purchasing which POs are partially or fully received

Late receiving entries are the most common reason invoices can't be matched and stock looks wrong.

Handling discrepancies

Quality inspection

For raw materials, food and pharmaceuticals, use an inspection step before goods become available: sampling, specifications check, certificates of analysis where applicable. Track acceptance rates by supplier for supplier performance.

Branch receiving

Branches receive supplier direct deliveries and warehouse transfers. Apply the same discipline: blind counts, recording before shelving, and same-day confirmation. For transfers, see the stock transfer process.

Receiving KPIs

• Dock-to-stock time: from arrival to available in inventory
• Receiving accuracy: receiving reports matching later counts
• Discrepancy rate by supplier
• Same-day recording rate

Controls

• Separate the person who orders from the person who receives
• Keep signed delivery receipts and receiving reports together
• Gate entry records for inbound vehicles (gate pass guide)
• Review receipts recorded without PO

Where Cirquolus fits

Cirquolus Warehousing & logistics records receiving, supplier returns and stock valuation; purchasing tracks POs and receipts; accounts payable keeps delivery receipt records for matching. Gatekeeping handles registration and checkpoints at entry.

Frequently asked questions

What is a receiving report?

An internal document recording the goods received from a supplier, referencing the PO and delivery receipt, used to update inventory and match invoices.

Should receivers see the PO quantity?

Blind receiving, where receivers count without seeing the PO quantity first, gives more accurate counts.

What if goods arrive without a purchase order?

Hold them or refuse them, unless an approved emergency process applies, and inform purchasing.

When should receiving be recorded in the system?

The same day the goods arrive, before they are used or shelved.