Warehouse operations workflow for Tallyfy

Receive shipments correctly with full documentation

Signing for deliveries without proper verification makes damage claims nearly impossible later. This template walks your receiving team through PO matching, damage inspection, photographic documentation, and inventory updates so every shipment is recorded correctly.

7 steps

2 automations

Import into Tallyfy Preview steps

Manufacturing Logistics

Run this workflow in Tallyfy

Import this template into Tallyfy and assign receiving steps to dock workers with inventory updates routed to your warehouse management team

Configure Tallyfy deadlines across the 4-8 hour receiving window with automations to hand off between quality inspection and inventory system updates

Track incoming shipments in real-time through Tallyfy so you can see which deliveries are awaiting verification, inspection, or put-away

Import this template into Tallyfy

Process steps

Receive and log incoming shipment

2 hours from previous step

task

Shipment Details

Item ordered: {{item-ordered-209370}}
Delivery date: {{delivery-date-209371}}
Delivery company: {{delivery-company-209368}}
Tracking number: {{tracking-number-209369}}
Delivery note: {{delivery-note-209367}}
Received by: {{received-by-209372}}

Once the carrier's at your receiving dock, confirm their identity and fill in the shipment info above. You'll want to note the exact time of arrival too - it's useful if any questions come up later.

Create receiving log entry

4 hours from previous step

task

Record the following in your receiving log:

Item ordered: {{item-ordered-209370}}
Delivery date: {{delivery-date-209371}}
Delivery company: {{delivery-company-209368}}
Tracking number: {{tracking-number-209369}}
Delivery note: {{delivery-note-209367}}
Received by: {{received-by-209372}}

Fill in the details above to create your initial receiving record. You'll update this entry as the shipment moves through inspection and put-away, so don't worry about getting everything perfect at this stage.

Verify shipment against purchase order

3 hours from previous step

task

PO Verification Checklist:

1. Match the packing slip to the original purchase order number
2. Count all items and compare to the quantities ordered
3. Verify part numbers and SKUs match your PO line items
4. Check that the unit of measure matches what you ordered
5. Document any discrepancies before you sign

Important: Don't sign carrier documentation until verification's complete. Note any shortages, overages, or wrong items on the delivery receipt.

Conduct damage inspection

4 hours from previous step

task

Quality Inspection Steps:

1. Examine all packaging for visible damage, punctures, or water stains
2. Open and inspect the contents for concealed damage
3. Take dated photos of any damage you find
4. Note the damage on the carrier's delivery receipt before you sign
5. Contact the carrier's claims department right away if you've found damage

Critical: Damage claims get much harder to process after you've signed without noting any issues. Keep all original packaging until your inspection's done.

Sign delivery confirmation and document receipt

5 hours from previous step

task

Documentation Requirements:

1. Sign the carrier's delivery confirmation only after you've completed your inspection
2. Note any exceptions, damages, or discrepancies on the delivery receipt
3. Photograph shipping labels and barcode stickers
4. Take condition photos of the complete shipment
5. Retain copies of all paperwork, including BOL and packing slips

Filing: Store physical copies in your receiving folder and attach digital copies to the inventory record so you've got a solid audit trail.

Update inventory management system

6 hours from previous step

task

WMS/Inventory System Updates:

1. Create a goods receipt in your inventory system
2. Link the receipt to the original purchase order
3. Update stock levels with the received quantities
4. Record lot numbers or serial numbers if they apply
5. Set item status based on your inspection results
6. Generate a receiving confirmation for accounts payable

Three-Way Match: Make sure your PO, packing slip, and goods receipt quantities all line up - this is what keeps your invoice processing accurate.

Complete put-away and notify stakeholders

8 hours from previous step

task

Put-Away Process:

1. Move items to their designated storage locations
2. Scan or record bin/shelf locations in your WMS
3. Apply internal labels if your system requires them
4. Update location records in the inventory system

Stakeholder Notification:

1. Notify the original requester that their items have arrived
2. Alert the quality team if items need further inspection
3. Contact the vendor or purchasing team for any discrepancy resolution
4. Update the open PO status in your procurement system

Closeout: Mark the receiving ticket complete and file all your documentation.