CEP Insight 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. CASE REFERENCES 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 1. [ ] Reviewed Confirm 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 / carton, SKU and dated record references: ________________________________________ Responsible person / reviewer: ________________________________________ Open questions / next action: ________________________________________ 2. [ ] Reviewed For 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 / carton, SKU and dated record references: ________________________________________ Responsible person / reviewer: ________________________________________ Open questions / next action: ________________________________________ 3. [ ] Reviewed Record 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 / carton, SKU and dated record references: ________________________________________ Responsible person / reviewer: ________________________________________ Open questions / next action: ________________________________________ 4. [ ] Reviewed For 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 / carton, SKU and dated record references: ________________________________________ Responsible person / reviewer: ________________________________________ Open questions / next action: ________________________________________ 5. [ ] Reviewed Confirm 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 / carton, SKU and dated record references: ________________________________________ Responsible person / reviewer: ________________________________________ Open questions / next action: ________________________________________ 6. [ ] Reviewed Keep 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 / carton, SKU and dated record references: ________________________________________ Responsible person / reviewer: ________________________________________ Open questions / next action: ________________________________________ 7. [ ] Reviewed Record 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 / carton, SKU and dated record references: ________________________________________ Responsible person / reviewer: ________________________________________ Open questions / next action: ________________________________________ QUANTITIES AND DECISIONS 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: ________________________________________ Matching guide: Write receiving instructions a warehouse can act on https://cepinsight.com/en/articles/supplier-receiving-instructions