Incoming Deliveries

Incoming Deliveries

Purpose

This page is used to record and verify each delivery at receiving so product quality and safety checks are completed before acceptance.

Prerequisites

  • Supplier should exist in the system.
  • Receiving team must have access to intake logging.
  • Required checks (temperature, packaging, timestamps) should be defined.

Main Actions

  • Create or review delivery intake entries.
  • Capture receiving details, product condition, and temperatures.
  • Mark accepted, rejected, or partially accepted outcomes.
  • Add notes and evidence for exceptions.

Field/Status Reference

  • Supplier: Vendor linked to the shipment.
  • Received At: Time the delivery was handed over.
  • Temperature/Condition: Safety and quality checks at intake.
  • Outcome: Accepted, rejected, or partial acceptance.
  • Exception Notes: Details on any issue found.

Workflow

  1. Open or create the incoming delivery record.
  2. Confirm supplier and shipment details.
  3. Perform required quality and temperature checks.
  4. Record outcome and supporting notes.
  5. Route exceptions for follow-up if needed.

Connections

  • Uses supplier records from Suppliers.
  • Feeds consolidated monitoring in Delivery Hub.
  • Can trigger corrective workflows when issues are detected.

Common Mistakes

  • Accepting deliveries before all checks are completed.
  • Missing timestamps or condition notes.
  • Recording issues without enough detail for follow-up.

Troubleshooting

  • If supplier is missing, create or update the supplier record first.
  • If intake forms seem incomplete, verify required fields and permissions.
  • If outcomes look inconsistent, review local SOP and status usage.

Quick Tips

  • Log deliveries immediately at handoff.
  • Keep notes factual and specific.
  • Use consistent criteria for acceptance decisions.