Goods-In Log
The Goods-In Log records every delivery with supplier, temperature, condition, shortages, damage and photos, then flags problems and emails suppliers when a load is rejected.
14 days free, $0 today — App Builder comes with every suite.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Retail and supermarkets · Restaurants and foodservice · Warehousing and distribution · Care homes and institutional catering
Overview
Goods-In Log is a working delivery register for recording what arrives at the dock and what happens during the receiving check. Every member can add records, so the person handling the delivery can enter Supplier, Delivery note, Type, Arrived on and Received by while the details are fresh. Type distinguishes Chilled, Frozen, Ambient and Non-food deliveries. The record can also capture Temp on arrival (°C), Condition, What was wrong, Supplier contact email and a Photo.
The register is append-only: records are never deleted, and the delivery history remains available through its lifecycle. Condition shows whether a delivery was Accepted, Short delivery, Damaged or Rejected. The Problem deliveries view isolates every non-accepted delivery, while Arrived today and This week support receiving checks and routine management review. The Today screen presents a metric row and cards, By supplier provides a chart and grid, and Full log provides the complete register.
Use this template when receiving teams need a consistent record of delivery condition and a clear trail for supplier follow-up. When a record is added with a problem, the Delivery problem automation notifies the app owner. When a delivery moves to Rejected, the Rejected → email the supplier automation sends an email to the address in Supplier contact email. Do not use it as a substitute for stock accounting, a detailed temperature-control program or a legally defined food-safety system; use it alongside those processes where required.
Standards & compliance context
- The log can support general food-safety receiving procedures by retaining delivery type, arrival date, temperature, condition, receiver and photo evidence.
- For operations handling employer-provided food or supplies, align the receiving process with applicable workplace safety and food-safety record-keeping expectations rather than treating this app as a complete compliance program.
- If temperature checks or supplier records are regulated in your operation, define acceptance limits, retention periods and review responsibilities in your documented procedure.
- For employer-provided PPE or other non-food deliveries, this template does not replace the separate records and controls required for those items.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- Add Goods-In Log to your MangoApps workspace and confirm that the app owner is the person responsible for receiving exceptions and supplier follow-up.
- Keep the default access posture or agree which receiving roles will enter records, noting that every member can add records and the register is append-only.
- As each delivery arrives, create one record with Supplier, Delivery note, Type, Arrived on and Received by, then enter Temp on arrival (°C), Condition, What was wrong, Supplier contact email and Photo where relevant.
- Use the Today screen during the receiving shift, and open the Arrived today, Problem deliveries and This week saved views to find current deliveries and exceptions.
- Review Delivery problem notifications when they arrive, and set Condition to Rejected only after documenting the reason and checking Supplier contact email so the supplier email automation can act.
- Use By supplier and Full log to review recurring issues, then keep the record’s Condition accurate rather than deleting the delivery history.
Best practices
- Record one delivery per entry and complete it at the dock before the goods are put away.
- Enter Temp on arrival (°C) for temperature-sensitive Type values and apply your local acceptance limits consistently.
- Use What was wrong to describe the exact shortage, damage or rejection reason rather than relying on Condition alone.
- Attach a Photo when packaging, seals, labels or visible damage support a supplier claim.
- Enter and check Supplier contact email before selecting Rejected so the supplier notification has a usable destination.
- Use the Received by field to preserve who performed the receiving check, especially when shifts overlap.
- Review Problem deliveries every day and use By supplier to spot repeated shortages or damage.
- Do not delete an incorrect record; preserve the append-only history and add a corrected record or follow your local correction procedure.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What deliveries should we record in Goods-In Log?
Use it for Chilled, Frozen, Ambient and Non-food deliveries arriving at your dock or receiving point. Record one entry for each delivery, including accepted loads and anything short, damaged or rejected. It is not intended to replace a detailed inventory system or a full food-safety inspection record.
Who can add records to the Goods-In Log?
Every member can add records, which suits a receiving process where different people cover the dock. The Received by field identifies the user who handled the delivery. Set a simple local rule that the person checking the load completes the record before moving on.
How often should the log be updated?
Add a record as each delivery arrives rather than entering a batch at the end of the day. The Arrived today and This week views support daily and weekly review. The app owner should check Delivery problem notifications promptly and review open supplier issues during the receiving routine.
What happens when a delivery is rejected?
Set Condition to Rejected and enter What was wrong, the Supplier contact email and any supporting Photo. When the relevant field changes, the Rejected → email the supplier automation sends an email to the supplier. Confirm that the supplier contact email is correct before relying on the notification.
Does this template support food-safety record keeping?
It captures useful receiving evidence such as Type, Temp on arrival, Condition, photos and the person who received the delivery. For food operations, it can support employer procedures and general food-safety record-keeping expectations, but it does not determine required temperature limits or replace your approved HACCP or receiving procedure. Configure local acceptance rules separately.
What is the common mistake when using this register?
The most common mistake is marking a delivery Accepted without recording a temperature or explaining a shortage or defect in What was wrong. Another is leaving Supplier contact email blank, which prevents the rejection email from reaching the supplier. Require staff to complete the relevant evidence before they move the load into storage.
Can we customize the fields and delivery categories?
Yes, the working app can be adapted in your MangoApps workspace for your receiving process. The starting Type options are Chilled, Frozen, Ambient and Non-food, while Condition includes Accepted, Short delivery, Damaged and Rejected. Review any changes with the people who receive deliveries so saved views and automations still match the process.
How does this compare with a clipboard or spreadsheet?
A clipboard or spreadsheet can capture similar information, but it usually depends on someone remembering to review it and send supplier correspondence. This app provides typed fields, the Arrived today, Problem deliveries and This week views, receiving screens and automatic owner notification when a problem record is added. It remains an append-only register, so the delivery history is retained rather than silently deleted.
How should we roll out the template?
Add Goods-In Log to your MangoApps workspace and decide which receiving roles will enter records, since every member is permitted to add them. Test an accepted, short, damaged and rejected delivery so staff understand Condition, evidence fields and the supplier email automation. Then make the log the required receiving step and review the Full log regularly.
Related templates
Ready to use this template?
Goods-In Log runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
