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Run: Vendor Delivery Receiving

Vendor Delivery Receiving SOP for checking purchase orders, counts, packaging, temperatures, and lot or expiry data before product enters inventory. Use it t...

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Steps

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 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 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 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 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 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 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 the packing slip or completes the electronic receipt, then releases accepted product to the designated storage area for put-away.
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 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.

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