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What is a Receiving Report?
A receiving report is used to document the contents of a delivery to a business. The form is filled out by the receiving staff of the business accepting the delivered goods. The following information is typically included on a receiving report:
Date and time on which the delivery was received
Name of the shipping company that delivered the goods
Name of each item received
Quantity of each item received
The authorizing purchase order number, if noted on the delivery documentation or box
Condition of the items received. This can be a negative entry, where only damaged goods are noted.
A master copy of each receiving report is stored in the receiving department. Copies are sent to other departments as required by company procedures, such as the copy sent to the payables staff to document received goods.
From a control perspective, it can be useful to uniquely number each receiving report. The sequence of numbers can then be examined to see if any receiving reports are missing.
How a Receiving Report is Used
The receiving report can be used in several ways. For example, if certain goods are to be returned, the receiving report documents the reason for the return, such as damaged goods. As another example, the receiving report can be used as evidence of receipt in the three-way matching process. This approach is more commonly used for larger-dollar purchases. Finally, the accounting staff may use receiving reports that were completed near month-end to accrue expenses for supplier invoices that have not yet arrived.
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What is a Receiving Report?
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Definition: A receiving report is an internal document used to record what materials and inventory were received by the company. The receiving report is sent to other departments to notify them what items have been received and are ready for use.
What Does Receiving Report Mean?
Most large companies and even some smaller companies have multiple departments to handle different operations. Some common departments include purchasing, shipping, and receiving departments. The receiving department is used to collect or receive inventory or materials when they arrive at the store or factory.
The receiving department is responsible for counting shipments received and matching the actual number received with the number on the purchase order to see if the accurate number of goods was received. Receiving departments are also in charge of checking packages for damaged goods. If a percentage of goods are damage, the orders need to be returned. After the receiving department examines the goods received, it fills out a receiving report.
Receiving reports usually include a heading with the company name, address and date along with a receiving report number. A receiving report also includes the date received, FOB terms, shipping company used, and a list of items received. The items list usually has space for descriptions, prices, quantities, and weights.
Most receiving reports are made on carbon copy paper with multiple sheets. Once the report is filled out, one sheet can be sent to accounting for recording, one sheet is sent to purchasing to verify the order was purchased and received, and one sheet is sent to the department that requested the order. The receiving department also keeps a copy of each receiving report on file.
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A Comprehensive Guide To Receiving Report: What Is It & Why Your Business Needs It
- August 27, 2022
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A receiving report is an important part of any business. They help keep track of the inventory coming in and going out. At the same time, it also ensures that accurate information is captured. A streamlined submission of receiving reports helps to keep your business running smoothly. But what exactly is a receiving report?
This guide will cover what receiving reports are and why your business needs them. We’ll also provide tips on consistently capturing accurate information and streamlining the submission process. Let’s get started!
What is a Receiving Report?
A receiving report is a document companies use to record goods and materials received from suppliers during deliveries. Most of the time, receiving reports prepared by shipping or receiving departments are shared with the purchasing department to ensure that the right number and quality of products are received.
The details in a receiving report help businesses settle payments for goods and other items and keep track of their inventory.
Importance of a Receiving Report
Receiving reports are important because they:
- Make sure businesses are updated about their inventory
- Ensure that information is accurate and up-to-date
- Help businesses keep track of their spending
- Allow businesses to make timely payments for goods and other items
Receiving reports will allow your business to run smoothly and efficiently. Now that you understand what receiving reports are and why they are important, let’s look at the exact format of a receiving report.
Receiving Report Format
Receiving reports may vary depending on the company, but most contain similar information. Here is a list of common elements found in receiving reports:
- Company name and logo
- Report number
- Report date
- Name of supplier or vendor
- Address of supplier or vendor
- List of products or materials received
- Item information
- Quantity of each product or material received
- Unit price of each product or material received
- Total cost of all products or materials received
- Signature of receiving department personnel
- Comments or notes section
How to Use a Receiving Report Template?
When receiving items, it’s important to be keen on the details and the overall condition of the goods obtained. Utilizing receiving report templates not only speeds up the entire process but also makes sharing them easier. In addition, supply receivers can keep their inventory healthy and monitor their spending effectively by receiving report templates.
With that said, here are some steps to follow for an efficient receiving report:
Specify the Item Details
Make sure all the essential information including item number, quantity, description, and unit price are included in the document. These details will serve as the backbone of your receiving report and will be relevant for reviews when necessary.
Conduct a Thorough Item Inspection
Check each item received from the supplier against what was specified in the purchase order. If an item is damaged, write it down on the receiving report along with a description of the damage. In addition, take photos of the damaged goods to include with the report.
Assess If Goods Are Acceptable
After the inspection, make assessments and determine if the goods are acceptable. If there are any discrepancies in the quantity or quality of the product, decide whether or not they should be returned to the supplier. Once you’ve made a decision, sign the receiving report to indicate your approval or rejection of the shipment.
Attach Any Media Evidence
Ensure your receiving report is strong and complete, including any additional evidence, such as photos or videos. This will add more weight to your argument in case of any disputes. At the same time, receiving reports with photos is more visually appealing and easier to understand.
Complete and Submit the Report
After you’ve collected all the necessary information, it’s time to complete the receiving report template. Ensure all the information is accurate and up-to-date before submitting it to the relevant departments. If necessary, you can generate a report and share it with your team or other relevant stakeholders whenever they request it.
Receiving Report Template Sample
To give you a better idea of what a receiving report looks like, here’s an example:
Report Number: XYZ-0001
Date: August 01, 2022
Supplier: ABC Corporation
Address: 1234 Main Street, Los Angeles, CA 90001
Products Received: Widget A, Widget B, Widget C
- Widget A (SKU #123): Quantity received – 100; Unit price – $0.50; Total cost – $50.00
- Widget B (SKU #456): Quantity received – 200; Unit price – $0.75; Total cost – $150.00
Total Cost of All Products Received: $275.00
Signature of Receiving Department Personnel:
Comments or Notes: _______________________________________________________________________
Create Receiving Reports Using DATAMYTE
The best way to use receiving reports is to streamline it with the help of technology. DATAMYTE and its Digital Clipboard software are capable of helping you create comprehensive receiving reports that have all the necessary information. At the same time, it can easily share receiving reports with other relevant stakeholders.
The DataMyte Digital Clipboard software is a versatile workflow automation software that features an easy-to-use drag-and-drop form builder. With this tool, you’ll be able to quickly create receiving reports that are compliant with your company’s standards. In addition, the software is also equipped with features that allow you to attach multimedia evidence, such as photos and videos, easily.
What’s more, the DataMyte Digital Clipboard software is also equipped with a barcode scanner. This feature allows you to quickly and easily scan products as they’re being received. As a result, you’ll be able to capture information without errors accurately.
To learn more about how the DataMyte Digital Clipboard software can help you create receiving reports, book a demo with us now!
As you can see, receiving reports provides a great deal of information that can be used to improve your inventory management system. In addition, you can save time and effort by utilizing report templates while still receiving the benefits of an accurate and complete report. So don’t wait any longer, start using receiving report templates in your business today!
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RECEIVING REPORT Definition
RECEIVING REPORT is a document completed in the receiving department, which identifies the purchase order that initiated the purchase, and the date, quantity, and condition of goods received.
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Receiving report definition
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Receiving report means the data prepared in the manner and to the extent required by Appendix F, Material Inspection and Receiving Report , of the Defense Federal Acquisition Regulation Supplement.
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Receiving report is a document given in the moment when materials or products are gotten from providers, in ordered quantity and satisfactory conditions. Subsequently, the getting division gets ready pre-numbered accepting reports. In order to make receipt of services documented a duplicated supplier's invoice might be used to validate receipt and make payment authorized  . Among many elements of the mentioned document the following can be found  :
- "purchase order number,
- supplier 's name,
- supplier's address,
- date received,
- details of the individual items received".
Process of receiving document
When requested goods are delivered, a getting program checks the information against the open buy document. Afterward, all distinguish or incorrect purchase orders will be shown on the terminal screen. At the moment merchandises are acknowledged, the framework will print receiving report, update stock document, take out or diminish the pieces, note the amount got in the open buy request record and note the receipt in the vendor history document. In a case when back-order happens, an appropriate document is uploaded instantly  . The buying specialist contrasts the accepting Report and the merchant's receipt and the buy request to discover that the materials got are those arranged and charged. In the case that the given records concur, the acquiring operator initials or stamps the two duplicates of the accepting report  . Except for the original one, accounting system makes three duplicates of receiving report, one for archives of receiving department, second for department of purchase in order to match it with adequate purchase order, and the last one for shoe department to verify if the received item is same as requested  .
Meaning of receiving report in Accountancy
Each bill must be related to a unique buy request and an accepting report to guarantee that the item or administration was legitimately requested and agreeably given. Sometimes proof of order is not conveyed to Account Payables and this is the reason for unpaid invoices and delivery on hold  .
Examples of Receiving report
- A receiving report is a document that is used to record and document the receipt of goods and services. The document is usually prepared by the receiving department and contains information such as the date of receipt, description of the goods or services received, quantity, quality , and any additional notes regarding the receipt.
- A receiving report is also used in an accounting context to document the receipt of a payment from a customer or client . The report includes the date of payment, the amount received, and the customer’s name and contact information.
- A receiving report is also used to document the receipt of materials for a construction project . The report includes the date of receipt, the description of the materials, their quantity and quality, the supplier’s name and contact information, and any additional notes.
Advantages of Receiving report
A Receiving Report is a beneficial document for both the supplier and the receiver of goods. It provides an organized and efficient way to track and document the receipt of items and ensures that both parties are aware of what has been received. The advantages of a Receiving Report include:
- Verification : A Receiving Report provides verification that the expected items were received and that their condition is satisfactory. This helps to ensure that the supplier is paid for the correct number and quality of items.
- Accountability : A Receiving Report also helps to document who is responsible for items when they arrive and who is responsible for verifying that the items are satisfactory. This helps to prevent disputes over the quality of items and any discrepancies between the supplier's invoice and the number and quality of items received.
- Accuracy : A Receiving Report also helps to ensure that items are accurately tracked and documented. This helps to avoid any discrepancies in the number and quality of items received.
- Traceability : A Receiving Report also provides traceability back to the supplier, which helps to ensure that any discrepancies can be easily traced back to the supplier. This helps to reduce the risk of fraud or theft of items.
Limitations of Receiving report
A receiving report is a document that is used to document the receipt of goods and services from suppliers. However, there are a few limitations to this document:
- It does not always provide a detailed description of the goods or services being received. For example, it may not specify the exact quantity or quality of the items being received.
- It is not always possible to verify the authenticity of the goods or services being received.
- The receiving report does not provide any information about the total cost of the goods or services being received, or the payment terms.
- It does not provide any information about the terms of the contract between the buyer and the supplier.
- The receiving report does not provide any information about the delivery schedule of the goods or services being received.
Other approaches related to Receiving report
The following are other approaches related to Receiving report:
- Goods Received Note (GRN) : This is a document that is used to note the receipt of goods from a supplier. It is used to track inventory and ensure that the right items have been received in the right quantity.
- Three-Way Matching : This is a process that compares the purchase order, the supplier invoice, and the receiving report in order to ensure that the right items have been received in the right quantity at the right price .
- Vendor Performance Reports : This is a report that tracks the performance of a vendor or supplier in terms of quality, timeliness, and accuracy of delivery.
In summary, Receiving report is a document that is used to document the receipt of materials or products from suppliers. Other approaches related to Receiving report include Goods Received Note (GRN), Three-Way Matching, and Vendor Performance Reports.
- ↑ Van Belle (2000), p. 460
- ↑ Van Belle (2000), p. 463
- ↑ Vanderbeck E. J, (2013), p. 78
- ↑ Norton C.L (2014), p. 317
- ↑ Joyce J.D. (2009), chapter 9
- Joyce J. D., (2009), Not Quite an Ordinary Life: The Memories of an Ordinary Man Who Lived a Somewhat Extraordinary Life , iUniverse New York, Bloomington, chapter 9
- Norton C. L.(red.), (2014), Financial Accounting: The impact on Decision Makers , Cengage Learning, Stamford, p. 317
- Van Belle J. P.(red.), (2000), The Principles of Business Computing , Juta, Kenwyn, p.460, 463
- Vanderbeck E. J., (2013), Principles of Cost Accounting , Cengage Learning, Mason, p.78
- Whittington O. R.(red.), (2012), Wiley CPA Examination Review, Outlines and Study Guides , John Wiley & Sons, Hoboken, p. 117
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Consistently capture accurate information and streamline the submission of receiving reports in your business
Receiving Report Template
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A receiving report template is used to record all the information you need for your business, particularly when receiving deliveries. Use this template to easily specify the details of the delivery, describe the condition of the items received/ returned, and take or attach photos for additional context on the receiving report. Complete the template with your digital signature and automatically send the report to designated recipients using the SafetyCulture (iAuditor) app on your mobile device.
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Updated 10 Feb 2023 , Published 16 Aug 2020
What is a Receiving Report?
A receiving report is a document used by companies to record materials received from suppliers during deliveries. Generally, receiving reports prepared by shipping or receiving staff are shared with other departments to notify them about received items. The details found in a receiving report help businesses with timely payment settlements for goods received and proper inventory management.
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Importance of a receiving report, receiving report format, how to use the receiving report template, receiving report example, how to make receiving reports easier, tool to streamline receiving and reporting.
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A receiving report is important because it plays a crucial role in running a business smoothly. 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.
The format of receiving reports vary greatly depending on company-specific requirements such as FOB terms and inspection criteria , among other factors. Since receiving reports are made by a lot of businesses across different industries, a basic format can be observed. A receiving report typically contains the following information:
When receiving items, one should be keen on the details and overall condition of the goods obtained. Utilizing receiving report templates not only speeds up this process but also eases the method of sharing them with other teams and business units. Additionally, with the aid of receiving report templates, supply receivers keep inventory at a healthy level and help avoid incurring losses brought about by defective products.
Steps to Using the Receiving Report Template
Follow these steps for an efficient receiving report:
- Specify the item details – Ensure that all the essential information including item number, description, quantity, and unit price are added to the document. This will be the backbone of the report and can be used as a file to go back to when necessary.
- Conduct a thorough item inspection – Visually check each to-be-received item carefully and count the number if its correspondent to the expected quantity.
- Assess if goods are acceptable – From there, determine if the goods are acceptable to be received. If there are discrepancies in the quantity or quality of the product, decide if they should be returned to the supplier.
- Attach media evidence – To strengthen the report, add photos or videos of the appearance of the product as you receive them. This will also enable you to highlight should there be any good defects found.
- Complete the report – Add comments before completing the report. If needed, generate a report and share it with your team or other relevant stakeholders instantly.
Aside from the usual order details and item information displayed in a table format, a receiving report can also come in the form of a few paragraphs with a required signatory. According to a top-ranked public college in New York City , below is an example of a receiving report :
- Title: Receiving Report
- Main Statement: The goods or services pertaining to purchase requisition number 1-234-56789 have been received in full or performed completely by the Supplier Company on this date.
- Supporting Details: Additionally, the goods have been delivered in good and/ or working condition, or the services have been performed satisfactorily, and payment can be made to the supplier.
- Supplemental Documents: If purchase requisition is for goods; please attach the packing slip or proof of delivery with this report.
- Authorized Signatory’s Name and Signature
- Date Signed
Receiving reports had been traditionally done on paper, but today’s technology allows the creation of digital receiving reports from mobile-ready templates. In other words, a receiving report can now be made easier through auto-generation from mobile devices while onsite. Here are more specific results when taking advantage of digital receiving reports:
Uncomplicated auditing, convenient recordkeeping.
Receiving reports need to contain all the important information involving deliveries received by the business. SafetyCulture (formerly iAuditor) can help employees use powerful receiving report templates during deliveries and record all the information you need and more.
Available on mobile devices, SafetyCulture 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 SafetyCulture app. Feel free to explore SafetyCulture using your mobile device to maximize its benefits for you and your business.
Download Free & Customizable Receiving Report Templates
Receiving Report Form
This receiving report form is used in a US-based energy center by a leading North American electric power generation development and asset management company. Use this form to indicate the material receiving report number and storage location with pictures of the material in its offloaded location, among other report items. This form also has a section for over, short, and damaged materials with instructions for quantity discrepancies.
Material Receiving Report Template
A material receiving report template is a tool used to document receiving procedures for particular materials or goods. This template is created by one of North America’s premier electrical and rail systems contractors and it is divided into the following 5 sections:
- Materials Received
- Receiving Inspection Requirements
- Storage and Maintenance Requirements
- Additional Comments
Daily Receiving Report Template
This daily receiving report template can be used as an inspection checklist to easily assess newly-delivered materials from suppliers. Use this template to fill out general information and add unlimited number of received items with a tap of a finger. In this template, there are only 4 inspection criteria per item with the overall result as either accepted or rejected. With our easy-to-use editor, you can customize this template according to your daily business needs.
SafetyCulture staff writer
Erick Brent Francisco
Erick Brent Francisco is a content writer and researcher for SafetyCulture since 2018. As a content specialist, he is interested in learning and sharing how technology can improve work processes and workplace safety. His experience in logistics, banking and financial services, and retail helps enrich the quality of information in his articles.
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Receiving documents are similar to packing slips; they show what items were delivered, the purchase order number if applicable, and the ship method. Additionally, they show who received the shipment, and where. These are most commonly used by Accounts Payable to match with the purchase order and invoice so that payment can be made.
Your company must have Receiving Documents enabled in System Setup to access this feature.
The lifecycle of Receiving Documents will be fairly short; generally, you will be creating them when items are received, and on saving, they will be closed.
Receiving documents can be created in one of two ways, either by choosing New > Receiving Document and filling in the Vendor and item information, or by opening a Purchase Order and clicking Convert > Convert to Receiving Document on the right of the screen. When you click save, the system will let you know that all items associated with this purchase order have been received and ask if you want to close the purchase order; choose Yes or No.
For the occasions when you receive the items and the invoice at the same time, you can create a Receiving Document from the Bill. Enter the Bill as you normally would and save it, then on the right of the screen click on Convert to Receiving Document. As above, if you have created the Bill from the Purchase Order, when you save, the system will let you know that all items have been received and ask if you want to close the purchase order.
The Inventory system in Control does not account for accrued inventory, meaning that inventory received but not yet billed is not accounted for in the financials within Control. The accounting for inventory received from your vendor is posted to your financials when the bill is created.
Receiving document listing.
There are a few different options for this report; you can view information by Vendor, Part, or Receiver.
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Rr stands for receiving report.
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