Warehouse Delivery Receiving & Inspection Workflow

Estimated Time: 4-8 hours per delivery Difficulty: Beginner Team Size: 1-2 people Category: Warehouse Operations Compliance: Quality Control, Inventory Accuracy A complete goods receiving workflow for warehouse and operations teams. This process ensures every inbound shipment is properly verified against purchase orders, inspected for damage, documented with photographic evidence, and accurately recorded in your inventory management system before put-away. Automates the handoff between quality inspection and inventory updates for seamless receiving dock operations.

7 steps 2 automations

Manufacturing Logistics

Import this template free

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}} Confirm the carrier has arrived and record initial shipment information. Verify the carrier identity and note the time of arrival at your receiving dock.

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}} Create the initial receiving record in your tracking system. This log entry will be updated as the shipment moves through inspection and put-away.

Verify shipment against purchase order

3 hours from previous step

task

PO Verification Checklist: 1. Match packing slip to original purchase order number 2. Count all items and compare to quantities ordered 3. Verify part numbers and SKUs match PO line items 4. Check unit of measure matches what was ordered 5. Document any discrepancies before signing Important: Do not sign carrier documentation until verification is 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 contents for concealed damage 3. Take dated photographs of any damage found 4. Note damage on carrier delivery receipt before signing 5. Contact carrier claims department immediately if damage found Critical: Damage claims become much harder to process after signing without notation. Keep all original packaging until inspection is complete.

Sign delivery confirmation and document receipt

5 hours from previous step

task

Documentation Requirements: 1. Sign carrier delivery confirmation only after 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 the receiving folder and attach digital copies to the inventory record for audit trail compliance.

Update inventory management system

6 hours from previous step

task

WMS/Inventory System Updates: 1. Create goods receipt in your inventory system 2. Link receipt to the original purchase order 3. Update stock levels with received quantities 4. Record lot numbers or serial numbers if applicable 5. Set item status based on inspection results 6. Generate receiving confirmation for accounts payable Three-Way Match: Ensure PO, packing slip, and goods receipt quantities align for accurate invoice processing.

Complete put-away and notify stakeholders

8 hours from previous step

task

Put-Away Process: 1. Move items to designated storage locations 2. Scan or record bin/shelf locations in WMS 3. Apply internal labels if required by your system 4. Update location records in inventory system Stakeholder Notification: 1. Notify the original requester that items have arrived 2. Alert quality team if items require further inspection 3. Contact vendor/purchasing for any discrepancy resolution 4. Update open PO status in procurement system Closeout: Mark receiving ticket complete and file all documentation.