Goods Receiving Note Generator
Check a delivery against the PO at the loading dock: what arrived, what was short, damaged or too warm, with photos and the driver’s signature. Download a signed receiving note and a credit request for anything you didn’t accept.
- Works on a phone
- Photos + signatures
- Cold-chain checks
- Credit request
Step by step
How to fill in a goods receiving note
- 01
Start from the PO
If you made the PO in this browser, load its vendor, site and lines. Otherwise enter the delivery details.
- 02
Record what arrived
For each line, the quantity accepted and anything short, damaged or refused, with temperatures for chilled and frozen goods.
- 03
Add photos
Photograph damage or problems as evidence for the credit claim.
- 04
Sign off
The receiver and the driver sign on the screen.
- 05
Download the note and credit request
A signed receiving note for your records, and a credit request for anything you didn’t accept.
Method
What the note records
For each line: quantity ordered, received and rejected (damaged, refused or failed temperature). Accepted = received − rejected.
Credit due = (ordered − accepted) × unit price, so short shipments and rejections both count. Over-deliveries are flagged but not paid for unless the PO is amended.
Temperature checks flag chilled items above 41°F and frozen items above 0°F. A failed reading with nothing rejected is called out before you sign.
From one site to every site
A receiving note only protects you if accounts payable sees it before the invoice is paid.
In Bollard, sites receive against the PO on a phone, with photos, temperatures and lot numbers, and that receipt goes straight into invoice matching, so short and rejected goods are never paid for.
- Mobile receiving against open POs
- Temperatures, lots and expiry captured
- Receipts feed three-way match instantly
- Vendor delivery performance by site
Questions
Frequently asked
What is a goods receiving note?+
A record, made when a delivery arrives, of what was received against the purchase order: quantities, condition, any items refused, and who delivered and accepted it. Accounts payable uses it to pay only for what actually arrived.
Why record temperatures at receiving?+
Chilled and frozen goods that arrive too warm are a food-safety and patient-safety risk. Common receiving limits are 41°F or below for chilled goods and 0°F or below for frozen. Recording the reading, and refusing what fails, protects you and supports a credit claim.
Why should the driver sign?+
A driver’s signature on a note listing shorts, damage and refusals is the strongest evidence for a credit claim. Without it, the vendor can dispute what was delivered.
Can I use this on a phone at the loading dock?+
Yes. The note is designed for phones: take photos with the camera, sign with a finger, and download the PDF. Your draft is saved in the browser as you go.
Can I receive against a PO I made with the Purchase Order Generator?+
Yes. If you have a PO saved in the same browser, the receiving note offers to load its vendor, site and lines, so you only record what is different.
Is anything uploaded?+
No. Photos, signatures and the PDF stay on your device.
Related tools
All tools- Purchase Order GeneratorCreate a PO with ship-to sites, pack sizes, cost centres and approval lines, then download a PDF.
- Three-Way Match Tolerance CalculatorTest price and quantity tolerances to balance exception workload against invoice leakage.
- PDF Document SignerSign a PO, supplier contract or delivery note: add a drawn or typed signature, the date and your name to any PDF.
- Supplier SLA GeneratorDraft fill-rate, OTIF, substitution and price-hold clauses with a service-credit schedule.
Free tools
Calculators and document builders for organisations that buy across many sites.
Runs in your browser
I. Spend & Leakage
II. Purchasing Documents
III. Inventory & Stock
IV. Governance & Controls
Free tools, no sign-up. Your figures are processed in your browser and are not uploaded to a server unless you ask us to email you a result. Results are estimates for planning and do not constitute financial, legal or tax advice.