Express courier. Direct.
Also overnight.
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Incoming goods checklist: acceptance, inspection, documentation
Concrete procedures for warehouse and receiving in SMEs: how to accept deliveries, inspect quickly and document correctly — including priorities for urgent or damaged shipments.
Quick answer
This checklist summarises the key steps for incoming goods in SMEs: identify the delivery, carry out quantity and condition checks, document discrepancies, prioritise urgent shipments and store items correctly. Follow these steps to reduce disputes and speed up processing in Swiss warehouses.
1. Prepare before the delivery arrives
Review purchase orders and expected delivery notes in advance. Reserve a clear unloading area. Have tools ready: trolleys, scales, labels, pens and a camera for photos. Assign a contact person for the driver and the receiving team.
2. Acceptance: identification and initial check
Match delivery documents with the purchase order. Verify sender, delivery address and reference numbers (order or job numbers). Do a quick visual check for obvious damage, missing packaging or leaks. Note visible defects on the delivery note and ask the driver to sign.
3. Quantity and content inspection
Count pallets, boxes or units and compare to the delivery note. Open a sample of packages and inspect critical parts. For high-value or safety-related items perform a full check. Record discrepancies precisely: item number, expected amount, actual amount, and condition.
4. Handling damaged or missing items
Quarantine damaged goods and document the condition with photos from several angles. Create a damage report with date, time, people involved and a clear description. Notify the supplier and procurement immediately. If parts are urgent, consider replacement shipments or express courier options.
5. Prioritising urgent deliveries
Mark urgent shipments clearly and give them priority for inspection and storage. Notify production or assembly of availability times. Use temporary buffer locations near production to minimise retrieval time.
6. Documentation and IT entry
Enter inspection results into your ERP or warehouse system. Upload photos and damage reports. Store delivery notes digitally and link them to the purchase order. Clear records make supplier claims and follow-ups faster.
Frequently asked questions
How many items should I inspect as a sample?
It depends on risk and value. For standard deliveries, a sample of 5–10% is common. For high-value or safety-critical parts inspect 100%.
What should I write on the delivery note for damage?
Record date, time, damaged items with item numbers, extent of damage, visible cause (if any) and your name. Add photos. A driver signature strengthens your case.
When should I notify procurement or the supplier?
Immediately after finding quantity differences or damage. The sooner you report, the easier the resolution and the lower the risk of production delays.
How do I store urgent goods temporarily?
Set up a reserved buffer near production. Label items clearly, perform quick checks and record the location in your system.