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Warehouse operations · WO-01

Inbound receiving and discrepancy control

Make sure the physical receipt, documents and system record agree before stock is released.

Download editable checklist

01 / prepare

Before you start

  • Confirm the delivery appointment, purchase order or transfer reference and assigned unloading bay.
  • Check that the bay, vehicle restraint method, handling equipment and trained people are ready.
  • Prepare a clearly marked hold location for damaged or unidentified stock.

02 / execute

Procedure

  1. 01

    Secure and identify

    Follow the site dock procedure, identify the vehicle and record arrival time; keep pedestrians clear of unloading.

  2. 02

    Check documents

    Match supplier, order, item and expected quantities to the delivery note. Do not assume the paperwork proves the physical load.

  3. 03

    Count and inspect

    Count handling units and sample or fully count items according to risk. Check packaging, visible damage, seal and required condition evidence.

  4. 04

    Separate exceptions

    Mark overages, shortages, damage and wrong items; place them on hold so they cannot be picked.

  5. 05

    Record receipt

    Enter only verified quantities and status in the WMS or register. Link the entry to the order, delivery note and operator.

  6. 06

    Close hand-off

    Issue a discrepancy record, notify procurement or the sender, and hand accepted goods to putaway with a location-ready label.

03 / exception control

Stop and escalate when

  • Unsafe vehicle or dock condition: stop unloading and call the supervisor.
  • Unidentified or damaged stock: keep on hold until an authorised disposition is recorded.
  • Do not alter a receipt to force a document match.

04 / verify

Ready-to-use checklist

Mark each item Pass, Fail or N/A in the downloaded CSV. Record evidence and assign a corrective action for every failure.

  • Vehicle and bay secured under local rule
  • Order or transfer reference confirmed
  • Handling units and item quantity checked
  • Condition and required seals checked
  • Exceptions segregated and labelled
  • Verified quantity posted once
  • Discrepancy owner and evidence recorded
  • Accepted goods handed to putaway
Site / shift: ____________________Date: __________Checked by: ____________________Approved by: ____________________

05 / evidence

Keep these records

Delivery note, receipt transaction, count record, photos where relevant and discrepancy closure.

Basis and further reading

  • Based on warehouse process controls and the site-specific approval workflow; adapt to your WMS, products and risk assessment.

This is a working template, not a certification or legal opinion. Local law, site risk assessment, manufacturer instructions and approved procedures take priority. For India-specific licences, start with the warehouse licences guide.