Resources

Supplier receiving instructions worksheet

Use one worksheet for one receiving case. List each SKU and variant separately in the step details and link it to its carton. Marking a step records your review; it does not count goods, perform checks, authorize stock release or synchronize warehouse records. Record unknown quantities as unknown, not zero. Record actual arrival time in the carton handover step.

Loading browser draft…

Your entries stay in this browser and are shared across language versions. Export a copy to keep or share your review.

0 of 7 steps reviewed

Tick a step after reviewing it. Progress records your review; confirm the outcome from the evidence and unresolved actions.

Review details

Receiving reference

Instruction version

Supplier / purchase order

Warehouse / receiving contact

Review date

Carrier / tracking reference

SKU / variant references

Counting unit / pack-to-unit conversion

Review steps

Step 1Confirm the receiving reference, instruction version and warehouse-accepted arrival window. Record who confirmed it, when, the delivery address and the contact for changes; a supplier ETA alone is not an appointment.
Evidence and next actionOptional
Evidence / carton, SKU and dated record references
Responsible person / reviewer
Open questions / next action
Step 2For each SKU and variant, record expected product quantity with its counting unit, inner-pack conversion and outer-carton count separately. Link expected contents to carton references. Keep missing values unknown; do not treat cartons as individual products.
Evidence and next actionOptional
Evidence / carton, SKU and dated record references
Responsible person / reviewer
Open questions / next action
Step 3Record actual arrival date and time, carrier, cartons presented, carton references, visible damage, seal condition and the person signing. Link the carrier receipt. Signing for outer cartons does not establish item quantity, quality, saleable stock or permission to dispatch.
Evidence and next actionOptional
Evidence / carton, SKU and dated record references
Responsible person / reviewer
Open questions / next action
Step 4For each SKU and variant, record the actual counted quantity, unit and count method. State whether the check was complete or sampled, what was opened and what remained unverified. Do not treat a sample or label quantity as a full verified count.
Evidence and next actionOptional
Evidence / carton, SKU and dated record references
Responsible person / reviewer
Open questions / next action
Step 5Confirm the agreed permission to open cartons and the scope of label, count and visible-condition checks. Link dated photos or notes to the receiving, carton and SKU references. Record the reviewer and what the evidence does and does not establish.
Evidence and next actionOptional
Evidence / carton, SKU and dated record references
Responsible person / reviewer
Open questions / next action
Step 6Keep expected, labelled and actual quantities separate. Record shortages, mixed cartons or label conflicts with an exception reference and hold location. Name the person handling escalation, the next action and any recount or supplier clarification; retain the original figures.
Evidence and next actionOptional
Evidence / carton, SKU and dated record references
Responsible person / reviewer
Open questions / next action
Step 7Record a status for each product line: unverified, held pending a decision or released for a named use. Record the decision maker, authority, date and supporting checks. Keep inspection, repacking, stock release and later dispatch approvals separate; checking this step grants none of them.
Evidence and next actionOptional
Evidence / carton, SKU and dated record references
Responsible person / reviewer
Open questions / next action

Review outcome

Expected product quantity / unit; outer-carton count separately

Actual product quantity / unit / count method and unverified scope

Held stock / exception reference / location / escalation

Stock release decision / authorized person / date / separate dispatch approval

Case status / reviewer and date / remaining actions

Back up and restore

A backup contains this worksheet’s entries. The selected file is read in your browser and is never uploaded.

Choose a JSON backup

Matching guide

Write receiving instructions a warehouse can act on

Read the guides Download blank worksheet · TXT

Continue the review

Use a companion worksheet, the topic hub or a related guide to continue your review.

Topic

Supplier receiving instructions worksheet

Back up and restore

Write receiving instructions a warehouse can act on

Continue the review

Operations

Packaging specification and version worksheet

Control packaging specifications from sample to dispatch