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Receiving Report

Consistently capture accurate information and streamline the submission of receiving reports in your business

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Published August 18th, 2020

What is a Receiving Report?

A receiving report is a document used by businesses, usually retailers, to record items received from suppliers during deliveries. The information found on receiving reports helps businesses with the proper inventory of items and timely settlement of payments for goods received.

Given the importance of a receiving report in running a business, maintaining a streamlined recordkeeping process for receiving reports will help avoid confusion among departments. It will also prevent delays in reconciling missing items, returned goods, or payables to business partners.

This article will briefly discuss the following:

Receiving Report Checklist Fields

Used by a variety of businesses, a receiving report typically contains the following information:

Order details

Order details include the date and time when the delivery is received, purchase order number, and the name of the vendor. Receiving reports sometimes also include the name and signature of the person receiving the delivery.

Item information

Item information includes the item number, item description, quantity, price, and the condition of items received. Recording the condition of the items is crucial in case of a return; something that can happen if the items are damaged or the wrong type, among other possible reasons.

Advantages of Using Digital Receiving Reports

Receiving reports had been traditionally done on paper, but technology now allows the creation of digital receiving reports. Here are some of the reasons why digital receiving reports are superior to paper-based ones:

Increased Efficiency

Receiving reports need to be readily available when receiving deliveries and should be immediately submitted to accounting and other relevant departments upon completion. Digital receiving reports allow easy access on mobile devices and can be quickly filled out and submitted to all intended recipients through electronic reporting. No need to photocopy or scan paper receiving reports or identify which carbon copy goes to which department.

Easier Auditing

Digital receiving reports allow automated document numbering for easier recordkeeping and audit trails. No more missing information or lost hard copies. Receiving reports filled out on mobile devices can also help avoid confusion caused by illegible handwriting.

Convenient Recordkeeping

Receiving reports collected over time can be digitally stored and organized in cloud storage for your convenience and easy access. Digital reports can be accessed anytime, anywhere, as long as there’s an internet connection.

Powerful Receiving Report Templates

Receiving reports need to contain all the important information involving deliveries received by the business. iAuditor by SafetyCulture can help employees use powerful receiving report templates during deliveries and record all the information you need and more. Available on mobile devices, iAuditor’s receiving report templates can be filled out anytime there is a delivery and the filled out form can be submitted immediately to intended recipients. Utilize the automated numbering system and timestamped transactions for easy audit trails. You can also use your mobile device to take optional photos as evidence of the condition of deliveries and sign off completed receiving reports.

We have these receiving report templates that you can download for free and use on the iAuditor app. Feel free to explore iAuditor using your mobile device to maximize its benefits for you and your business.

Author

Erick Brent Francisco

SafetyCulture staff writer

As a staff writer for SafetyCulture, Erick is interested in learning and sharing how technology can improve work processes and workplace safety. Prior to SafetyCulture, Erick worked in logistics, banking and financial services, and retail.