Vendor Delivery Receiving

Standard procedure for receiving vendor deliveries — verifying counts, condition, temperatures, and lot/expiry dates. Catches shorts, damages, and food-safety issues at the dock before they enter inventory.

Steps

• The receiver prepares the receiving area
  The receiver clears the inspection area, confirms the delivery can be safely accessed, and opens the receiving log or mobile app before the shipment is unloaded.
• The receiver verifies the delivery against the purchase order
  The receiver compares the vendor name, delivery date, item descriptions, and ordered quantities against the purchase order and packing slip. The receiver identifies any obvious mismatch before signing for the shipment.
• The receiver counts each item and records shortages or overages
  The receiver counts cases, cartons, and loose units for each line item and records the actual quantity received. The receiver notes any short shipment, overage, or partial delivery on the receiving record.
• The receiver inspects product condition and packaging
  The receiver checks cartons, cases, pallets, and individual packages for damage, contamination, leaks, broken seals, pest evidence, or signs of tampering. The receiver photographs any damage and records a clear description of the issue.
• The receiver checks product temperatures for controlled items
  The receiver measures the temperature of refrigerated, frozen, and other controlled items using the approved thermometer method. The receiver compares each reading to the site acceptance tolerance and records the result.
• The receiver verifies lot and expiry information
  The receiver confirms lot numbers, batch codes, use-by dates, and expiry dates on the product labels when required by the item specification or site policy. The receiver records any missing, illegible, or unacceptable date information.
• The receiver decides whether to accept, reject, or hold the delivery
  The receiver determines whether the shipment can be accepted in full, accepted with exceptions, placed on hold, or rejected according to site policy and product risk.
• The receiver signs and releases accepted product to inventory
  The receiver signs the packing slip or completes the electronic receipt, then releases accepted product to the designated storage area for put-away.
• The receiver escalates non-conformances and isolates affected product
  The receiver tags affected product as hold or reject, segregates it from usable inventory, and notifies the supervisor, quality lead, or vendor contact according to escalation criteria. The receiver documents the issue, including quantity affected, reason, photos, and any vendor response.
• The receiver completes the receiving record
  The receiver confirms the receiving record includes the date, vendor, purchase order number, quantities received, exceptions, temperature readings, lot/expiry details, and final disposition. The receiver retains the record per document control requirements.