Record a delivery and inspect the goods
Keep the quantity that arrived separate from the quantity you accept after checking it.
Part of Set up an item and trace incoming stock
Record a delivery and inspect the goods
Keep the quantity that arrived separate from the quantity you accept after checking it.
Before you start
Have the exact issued order, delivery evidence and agreed acceptance criteria. Confirm the supplier, order version, item, unit and outstanding quantity. Count the actual delivery rather than copying the order’s full quantity. Check for a receipt already recording this delivery. If it exists, skip steps 1–4; use step 5 only while inspection is pending, or inspect the existing saved decision in step 7 without committing it again.
Record what arrived
1. Open the order in Procure → Orders and select Record receipt or service delivery. Check the PO reference in Record delivery.
2. Enter Quantity received for each delivered line in its stated unit. The form’s guidance allows zero for a line not delivered yet. Six individual items is not six packs.
3. Enter the actual Condition on arrival and Received on date. A prefilled “Good” or today’s date is not delivery evidence. Add the delivery-note reference and useful exceptions in Delivery note or observations.
4. Review the source, quantities, units, date and notes, then select Record delivery once. Open Procure → Receiving → Receipts and find the new receipt. Check its source order, received quantities and current acceptance state.
Inspect and accept the goods
5. Perform the agreed checks, then reopen the receipt awaiting inspection and select Inspect and accept.
6. In Inspect received goods, enter Accepted quantity, Rejected quantity, Inspection finding and Overall inspection notes. Assign each inspected unit once. If six arrived and one failed, record the failed unit rather than accepting six because a replacement is promised.
7. Select Commit inspection. Leave and reopen the receipt to check the quantities, inspection entry, findings and state.
8. Open Source Purchase Order and compare the order’s receiving state. Check the source request separately; an accepted receipt does not automatically mean every related record is fulfilled, billed or paid.
Expected result
The receipt records the actual delivery and a separate, supportable goods-inspection decision.
For services: use the agreed service unit, period and deliverable evidence. The shared delivery action is not a reason to apply goods-inspection fields to an unfamiliar service-confirmation form.
Remember: A rejected item may still be at your location while procurement agrees the remedy. Reverse receipt is not a generic edit button; resolve a wrong date or quantity through the appropriate correction process instead of creating another receipt.
Continue learning
In this series: Manage purchasing — guide 12 of 17.
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Mark this lesson complete once the workflow exists in your workspace—not simply when you reach the bottom.