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Receiving Checklist Template

Receiving is where margin quietly leaks: shorts accepted by default, catchweights taken on faith, credits requested and never verified. This checklist checks the truck against what was ordered, logs every discrepancy with the driver present, and tracks each credit until it actually lands on an invoice.

Download CSV Template

Columns in this template

  • Header: date, vendor, invoice number, receiver — every dispute starts with these four fields
  • Ordered vs received quantity per item — receiving against nothing is how every short becomes a surprise
  • Catchweight actuals — weigh what is priced by weight; the case label is a claim, not a fact
  • Temp and condition checks — refuse at the door, not after the driver leaves
  • Credit requested and credit received — a requested credit is worth nothing until it lands

How to use it

  1. Print one per delivery and staple it to the invoice.
  2. Count cases and weigh catchweight items before signing anything.
  3. Get shorts and rejections written on the invoice while the driver is standing there.
  4. Log the credit request the same day, and check it off only when it appears on a future invoice.
  5. Review the credit column monthly — unlanded credits are the vendor's error rate becoming your food cost.

Need the checklist tied to the order? In LineNow's restaurant receiving workflow, print it from a saved purchase order, record what arrived, and review the receipt before updating inventory. Physical receipt still needs checking; an invoice alone does not establish what was delivered. 90-day free trial, then $100/month per business unit.

Related

  • Why the Invoice Never Matches the PO
  • How Restaurants Order from Distributors
  • Inventory Count Sheet — check what is on the shelf
  • Restaurant Vendor Ordering Software
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