Goods Received Register

Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.

What a goods received register is

A goods received register records the goods-in check: incoming items are counted and inspected against the order and delivery note, and the register captures what was actually received, in what condition, with any shortage or damage noted.

This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides the goods-in process and what is recorded.

Purpose

• Record what was actually received against the order.
• Capture condition, shortages and damage at receipt.
• Support stock accuracy and supplier queries.
• Provide a basis for accepting or rejecting goods.

Who maintains it

• Goods-in or warehouse staff carry out and record the check.
• A warehouse or stores lead owns the process.
• Discrepancies are escalated to purchasing or the supplier.
• The employer decides the process and who is responsible.

When it is used

• When a delivery is checked in against the order.
• When a shortage, excess or damage is found.
• When goods are accepted, rejected or quarantined.
• When resolving a supplier query.

Typical fields

• Date, order or reference number and supplier.
• Items and quantity ordered versus received.
• Condition and any damage or shortage.
• Accept, reject or quarantine decision.
• Who checked it and the link to the delivery register.
• Example columns only — adapt to your operation and the applicable law.

Common mistakes

• Signing for goods without actually checking them.
• Not recording shortages or damage at receipt.
• No link to the delivery register and order.
• Putting away rejected or quarantined goods by mistake.

Document workflow

A goods received register follows the delivery register: the arrival is logged first, the detailed check is recorded here, and accepted goods feed the stock-movement records as they are put away. Damaged or short deliveries link to a supplier query or corrective action.

See the related documents below for what is commonly required before and used with a goods received entry.

Retention (high level)

Goods-in records are generally kept for a period the employer sets for stock, traceability and supplier queries, in line with its obligations. This page does not state a required period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

A goods received register is often held in a system and exported to PDF for records and queries. Exporting to PDF supports the record; it does not make it official or prove compliance.

Employer checklist

• Check goods against the order before signing.
• Record shortages, excess and damage at receipt.
• Link the check to the delivery register and order.
• Keep rejected or quarantined goods separate.

Worker notes

• Count and inspect goods before accepting them.
• Record and escalate discrepancies promptly.
• Do not put away goods that should be quarantined or rejected.

Country considerations

Traceability and record-keeping expectations vary by country, sector and goods type — food and controlled goods differ — and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer is responsible for the goods-in process and for compliance with any traceability duties. This page is an educational overview with a template example; it does not make an operation compliant and does not transfer responsibility.