Goods-in Inspection Checklist
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About this goods-in checklist
A goods-in inspection checklist gives your team a consistent way to receive deliveries, verify what arrived, and spot issues before stock hits the floor or the line. It replaces “looks fine to me” with clear checks, clear escalation, and a traceable record.
Use this checklist at the point of receipt to confirm the paperwork matches the physical delivery, check quantity and condition, and quarantine anything that could create safety, quality, or customer issues later.
What this goods-in inspection checklist covers
- Preparation checks so you can inspect quickly (area safety, equipment, temperature tools)
- Document and traceability checks (PO, delivery note, batch and expiry where needed)
- Vehicle, pallet, and packaging condition checks to spot contamination or damage risk early
- Quantity and accuracy checks to reduce stock errors and disputes
- Quality and compliance checks, including temperature-controlled goods
- Escalation criteria so teams know when to accept, quarantine, or reject
- Close-out actions to keep inventory accurate and the receiving area safe
Who it’s for
This is for operations teams handling deliveries in retail, manufacturing, and logistics environments — especially where different people receive stock across different shifts, and consistency matters.
How to use it on shift
Run the checklist as the delivery arrives. Don’t wait until after put-away — by then, you’ve lost time, evidence, and control. If you find an issue, record what you saw, isolate the affected stock, and escalate straight away so the next decision is based on facts, not assumptions.
Suggested escalation rules (so teams stop guessing)
Set clear thresholds for your operation (then bake them into your process). For example: reject or quarantine if there are signs of tampering, contamination risk, temperature out of limits, missing traceability for regulated goods, or major damage. Escalate for shortages, repeated supplier issues, or any discrepancy that will impact availability or production.
Make goods-in checks measurable in Ocasta
When you run goods-in inspections in Ocasta, every check becomes usable data. You can see where discrepancies happen most, which suppliers drive the most exceptions, and whether teams are quarantining and escalating consistently — so you can fix root causes instead of firefighting the same problems.
Disclaimer: This checklist is for general guidance only and does not constitute legal, regulatory, health and safety, or professional advice. You are responsible for ensuring compliance with applicable laws, standards, and internal policies.
Included questions
Here's what's included in this goods-in checklist:
Before the delivery arrives (6)
Get set up so you can inspect quickly and consistently — without guesswork or missed steps.
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Text
Record the delivery reference (PO, ASN, or delivery note number)
Use the reference that will make it easiest to trace later.
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Text
Supplier or carrier name
Who delivered the goods (supplier, courier, or haulier).
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Text
Delivery arrival time recorded
Record the time the vehicle arrived on site.
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Yes/No
Receiving area is clear, clean, and safe to work in
No trip hazards, spillages, blocked fire routes, or unstable stacks.
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Yes/No
Equipment is ready (scanner, scales, pallet truck, PPE)
If anything is missing or faulty, stop and escalate before unloading.
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Yes/No
Temperature probe or IR thermometer available (if applicable)
Required for chilled, frozen, or temperature-sensitive goods.
Documents and traceability (5)
Make sure the paperwork matches what’s physically arrived — and that you can trace it later.
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Yes/No
Delivery note present and legible
If missing, request it before accepting the delivery.
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Yes/No
Purchase order or expected delivery record available
So you can verify quantities, product codes, and agreed terms.
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Yes/No
Product description and SKU match the order
If substitutions are allowed, record what changed and why.
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Yes/No
Batch or lot numbers recorded (if required)
Especially important for regulated, consumable, or recall-sensitive products.
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Yes/No
Use-by or best-before dates checked (if applicable)
Escalate if dates are missing, unclear, or too short for your minimum shelf-life rule.
Vehicle and packaging condition (5)
Spot problems early. If the vehicle or packaging looks wrong, the goods may be compromised.
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Yes/No
Vehicle condition is acceptable (clean, dry, no contamination risk)
Look for leaks, pests, strong odours, or signs of poor hygiene.
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Dropdown
Security seal status (if applicable)
If the seal is missing or broken, escalate before unloading.
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Yes/No
Outer packaging is intact (no tears, crushing, water damage)
Inspect a representative sample across the load, not just the first pallet.
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Yes/No
Pallets are safe and stable
No overhang, leaning stacks, or damaged pallets that could collapse.
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Dropdown
Any visible damage or signs of tampering?
If yes, quarantine the affected items and record details before accepting.
Quantity and accuracy checks (5)
Confirm you received what you ordered — and record shortages and overages clearly.
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Dropdown
Count method used
Choose the method you used so the check is auditable.
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Number
Number of line items expected
How many different products/SKUs were expected on this delivery.
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Number
Number of line items received
How many different products/SKUs were actually received.
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Dropdown
Do quantities match the order?
If there are differences, record them and escalate based on your thresholds.
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Text
Variance details (SKUs and quantities)
List affected SKUs and the difference vs expected.
Quality and compliance checks (5)
Check the goods are fit for use, safe, and within any required tolerances.
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Yes/No
Product condition is acceptable (no damage, leakage, contamination)
Open and inspect a sensible sample across different pallets/cartons.
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Yes/No
Labels are present and correct (product, barcode, warnings where needed)
Escalate if anything would cause scanning issues or safety risk.
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Dropdown
Are any items temperature-controlled?
Select the strictest category present on this delivery.
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Unit
Temperature reading (°C) for temperature-controlled goods
Record the reading from the warmest item checked. If not applicable, enter 0 and note why.
Target range: -2 - 5 (Temperature) -
Dropdown
Temperature within your accepted limits?
If no, quarantine affected stock and escalate immediately.
Escalation and exception handling (5)
When something is off, make the decision clear: accept, quarantine, reject, or escalate.
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Dropdown
Issue severity (if any)
Use this to drive consistent escalation and reporting.
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Yes/No
Any items quarantined?
Quarantine means clearly separated, labelled, and not available for use or sale.
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Yes/No
Any items rejected or delivery refused?
If refused, record what was refused and why.
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Person
Escalated to
Select the manager or team responsible for next steps (operations, quality, or procurement).
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Text
Issue summary and immediate actions taken
Keep it factual: what happened, what you checked, what you did next.
Close-out and stock put-away (5)
Finish cleanly so inventory is accurate, issues are traceable, and stock is stored correctly.
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Dropdown
Delivery outcome
Choose the final status for this delivery.
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Yes/No
Inventory updated (system, stock book, or receiving log)
Update quantities and note any variances so future teams don’t have to guess.
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Yes/No
Stock put away correctly (location, FIFO, security)
Follow your storage rules: segregation, allergens/hazards, locked cages, and FIFO/FEFO where relevant.
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Yes/No
Receiving area left clean and safe
Remove shrink wrap, dispose of waste correctly, and clear walkways.
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Signature
Receiver signature
Confirms checks were completed and exceptions were recorded.