Describe your deliveries and standards. Makeform builds a receiving checklist for counts, condition, temperatures, discrepancies, and disposition.
Route records to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a starting point, tailor it, or send the prompt to the editable Makeform builder.
Audience
Receiving clerks checking palletized purchase orders
Format
Mobile checklist with line counts and photo evidence
Prompt size
315 chars
Example checklist structure
Mobile checklist with line counts and photo evidence
Purchase order, supplier, and carrier
Pallet and carton counts
Packaging and product condition
Photos of damage or labels
Accept, hold, or reject
Suggested routing tags
Accepted
Accepted with variance
Rejected
Record ordered, delivered, accepted, and rejected quantities separately so partial rejections stay clear.
Step 1
Identify
match supplier, order, invoice, and delivery
Step 2
Count
compare ordered, delivered, and accepted units
Step 3
Inspect
check condition, quality, dates, and temperature
Step 4
Decide
accept, hold, or reject with a clear record
Control the handoff
A packing slip says what was sent. A checklist records what arrived, passed inspection, and entered stock.
Separate ordered, delivered, accepted, and rejected amounts so every shortage, overage, and partial rejection stays visible.
Guide each receiver through package integrity, product condition, dates, temperature, labels, and any item-specific acceptance criteria.
Require variance reasons and photos, record disposition, and notify the owner of credits or stock holds.
Adapt to the load
Choose a delivery type, tolerances, and escalation rules.
Dock details, counts, seals, lots, damage photos, and hold locations.
Temperatures, packaging, freshness, dates, accepted amounts, and storage.
Invoice matching for substitutions, prices, counts, damage, and shelf life.
Model, serial, accessories, condition, functional checks, documents, and hold status.
Build the workflow
Turn dock checks into a mobile record with extra questions for exceptions.
Name products, reference documents, units, inspection points, acceptance ranges, and exception owners.
Require critical checks and reveal reason, photo, rejected quantity, and hold location after a failure.
Open the form where staff unload, count, inspect, and label stock.
Notify exception owners and organize responses for reconciliation and supplier follow-up.
Checklist vs packing slip
Keep vendor paperwork and add a structured record of your team's count, inspection, and decision.
Field guide
Identify, count, inspect, document exceptions, choose disposition, and confirm ownership.
Shipment identity
Capture identifiers staff can compare with paperwork before unloading. Structured references connect the inspection to the right order.
Quantity reconciliation
Use separate numbers and units. Cases, eaches, kilograms, and pallets differ, and one received quantity cannot explain partial acceptance.
Condition and quality
Ask about observable facts: seals, dry cartons, labels, damage, freshness, cleanliness, and product attributes. Name the failure mode instead of asking only good or bad.
Dates and measurements
Pair every temperature or expiry with its item, unit, and outcome. Put current limits in helper text for staff.
Discrepancy evidence
After a failed check, reveal an exception block with enough context for a credit, return, or stock hold.
Disposition and ownership
Finish with disposition and ownership. Move accepted stock to storage and questionable goods to a labeled hold area for review.
Related tools
Build adjacent forms for purchasing, stock changes, audits, and supplier review.
Record reviewed stock corrections after receiving variances.
Open toolReview accuracy, quality, responsiveness, and recurring issues.
Open toolExtend checks into storage, preparation, and handling.
Open toolFAQ
Practical answers for warehouse, purchasing, and restaurant teams building a consistent delivery check.
Staff complete this structured record when goods arrive. It identifies the shipment, compares quantities, checks quality, captures discrepancies, and records whether items were accepted, held, returned, or rejected.
Include supplier, carrier, order and packing slip, arrival, dock, receiver, container totals, line quantities and units, condition, lot or serial details, damage photos, discrepancy reason, accepted and rejected amounts, hold location, disposition, and sign-off.
Check product, quantity, packaging, freshness, labels, dates, contamination signs, pests, and temperature where relevant. Record the unit, current standard, rejected amount, reason, evidence, and storage or hold destination.
Keep ordered, delivered, accepted, and rejected amounts separate. When they differ, show reason, explanation, photo, affected lot, disposition, and owner fields. This preserves partial acceptance without hiding the variance.
Yes. Ask for useful views of the package, damage, shipping label, lot code, and affected quantity. Pair uploads with a short description so reviewers understand the issue.
Yes. Use a delivery-type choice and conditional sections. Food can show temperature fields, equipment can show serial checks, and dry goods can focus on counts, condition, dates, substitutions, and prices.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and use the receiving checklist without a response cap. The paid tier removes the Makeform badge.
Send normal receipts to the team reconciling orders and stock. Route exceptions to purchasing, a manager, or the owner of vendor credits. Consistent supplier, order, item, status, and owner fields make records easy to filter.
Make every delivery check repeatable.
