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Goods Receipt Invoice Receipt

Receiving Area Preparation

Ensure receiving area is clear of obstructions

Verify receiving dock is ready to accept incoming shipments

Confirm necessary equipment for unloading is available

Check that receiving area is properly lit and ventilated

Ensure there are designated areas for different types of incoming shipments (e.g. fragile items, hazardous materials)

Confirm that receiving area is properly labeled with signage for easy navigation

Check that safety equipment (such as gloves, goggles, and first aid kits) is readily accessible

Ensure there is a designated space for storing incoming shipments temporarily before they are processed

Goods Inspection

Check for any visible damage to the packaging

Inspect for any signs of tampering or pilferage

Verify the correct quantity of items received

Check for expiration dates or shelf life of the goods

Verify the condition of the goods (e.g. freshness, quality)

Compare the goods received to the packing slip or purchase order

Check for any missing items or discrepancies in the order

Inspect for any defects or issues with the goods

Ensure that the goods are properly labeled and identified

Verification of Goods

Match received items to purchase order

Check for any discrepancies in item descriptions or quantities

Confirm that goods received match quality standards

Inspect packaging for any signs of damage or tampering

Compare serial numbers or unique identifiers on items with those listed on the purchase order

Conduct a physical count of items to ensure all quantities are accounted for

Check expiration dates or shelf life of perishable goods

Verify that goods received are in proper working condition and free from defects

Documentation

Record receipt of goods in inventory system

Generate goods receipt document for accounting purposes

File all relevant paperwork for future reference

Update vendor records with receipt of goods

Create purchase order reconciliation report

Attach copies of invoice and packing slip to goods receipt document

Scan and digitally store all paperwork for easy retrieval

Invoice Verification

Match received goods to corresponding invoice

Confirm that pricing matches agreed upon terms

Ensure all applicable taxes and fees are accurately reflected

Check for any discrepancies in quantities or items listed on the invoice

Verify that any discounts or promotions have been applied correctly

Confirm that payment terms and due dates are accurate

Review any additional charges or fees and ensure they are justified

Validate that the total amount due on the invoice is correct

Payment Processing

Initiate payment approval process for invoice

Submit payment to vendor within agreed upon terms

Update accounting records with payment information

Quality Control

Perform random sampling of received goods for quality testing

Inspect for any defects or non-conformities

Communicate any quality issues to vendor for resolution

Storage and Distribution

Arrange for proper storage of received goods in designated area

Update inventory levels to reflect new stock

Coordinate with relevant departments for distribution of goods.

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