Goods In and Delivery Log

Who this is for

Every delivery that comes through the door, booked in on one line. The order reference, how many packages the paperwork said, how many actually arrived, what state they were in and who checked them — with the shortfall or overage worked out for you.

Shops, workshops, warehouses, site stores, offices and anyone who signs for goods and has to prove later what did and did not arrive.

What this helps you track

• What arrived, from whom, against which order
• Packages expected set against packages received, with the difference calculated
• Damage and discrepancies flagged on the day, while the carrier can still be told
• Who accepted the delivery, so the signature has a name behind it
• A count of deliveries and discrepancies over the period

How to use it

1. Write the site, the delivery point and the period the sheet covers at the top.
2. Book in every delivery as it lands, even a single envelope from a supplier you use once.
3. Copy the order reference from your own purchase order, not from the supplier's docket, so the two can be matched later.
4. Write the packages expected and the packages received as two separate numbers; the difference fills itself in.
5. Tick the discrepancy column for anything short, over, damaged or unexpected and describe it in the notes.
6. Staple the delivery note behind the sheet, or file it under the order reference.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What counts as a discrepancy?

Anything you would want to be able to point at in three weeks: short delivery, extra cartons, damaged packaging, wrong goods, no paperwork. Tick the column and say what in the notes — the count at the end is only as useful as the ticks.

Should I open the boxes before signing?

That is between you and your supplier's terms. If you cannot check the contents, write that in the condition column so the record shows the packages were signed for unexamined.

How does this differ from a delivery note?

A delivery note is the supplier's document for one consignment. This is your own running record of all of them, which is what you need when a supplier says a pallet was delivered and you have no memory of it.

Where do chilled deliveries go?

Book them in here and record the temperature on the cold chain delivery log, which carries the vehicle, the reading and the accept or reject decision.