Free document template
Goods Receipt Form (ใบตรวจรับสินค้า)
A goods receipt records what your organization inspected and actually accepted when a delivery arrived, line by line against the purchase order. The free Excel form below carries three quantity columns, lot and expiry, an inspection checklist and the signatures. No signup and no email required.
Bilingual Thai and English, one A4 portrait page. PO and delivery-note references, per-line ordered, delivered and accepted quantities with lot and expiry, a five-point inspection checklist (packaging, spec, quantity, documents, condition), an overall result, and signature blocks for the deliverer, the inspector and the approver. Free to use and adapt.
What a goods receipt is
A goods receipt (ใบตรวจรับสินค้า) is the buyer’s record of a delivery: which purchase order it answers, what arrived, what passed inspection, and what was actually accepted. It is written at the door, while the goods and the driver are still there, because that is the only moment the three quantities on each line can be established by counting rather than by memory.
The form earns its keep the day a delivery is wrong. Short quantities, damaged packaging, a substituted model or a short-dated lot all become one line with a reason, signed by both sides, instead of a phone call about what someone remembers. For laboratory goods the lot and expiry columns matter on arrival: a certificate of analysis belongs to a lot, and short-dated stock is a decision to make at the door, whether to accept it, at the door rather than a discovery months later.
Delivery note vs goods receipt: whose document settles it
The two documents travel together and answer different questions:
| Delivery note (ใบส่งของ) | Goods receipt (ใบตรวจรับ) | |
|---|---|---|
| Written by | The supplier | Your organization |
| Says | What the supplier claims was sent | What was inspected and accepted |
| Signing it means | Packages arrived | Goods passed your inspection, line by line |
| Granularity | Shipment | Line: ordered, delivered, accepted, reason |
| In a dispute | States their position | States yours, written at the door |
Signing a delivery note only acknowledges that packages arrived. Acceptance is a separate decision, and the goods receipt is where it is recorded. When quantities are argued weeks later, the document your own team wrote at the door is the one that settles it.
What to record on every line
The form’s columns, and why each one is there:
PO reference
The number that makes matching possible. The receipt answers a purchase order, and the invoice should quote the same number.
Ordered, delivered, accepted
Three quantities, not one. The gap between ordered and delivered is a shortfall; between delivered and accepted, a rejection. The gaps are the finding.
Lot and expiry
A COA belongs to a lot, and remaining shelf life is part of what was bought. Both are checked at the door for lab goods.
Result per line
Pass or fail per line, not per delivery. Partial acceptance is normal, and the form should not force all-or-nothing.
Reason for rejection
Written with the driver present. That note is the evidence a claim stands on; memory is not.
The checklist
Packaging, spec match, quantities, documents (delivery note, COA, SDS) and arrival condition, checked once per delivery before anything is signed.
Three habits that make receiving stick
- 1
Count before signing
Check the delivery against the purchase order, not against the delivery note alone. The delivery note is the supplier’s claim; the PO is what you agreed to buy.
- 2
Record reasons at the door
A rejection noted on the form, with the driver present, settles the claim. The same rejection reported by phone two days later becomes a negotiation.
- 3
Register the same day
Accepted lab goods go into the chemical stock register the day they arrive. A bottle that skips registration is invisible to every later count.
The 3-way match: PO, receipt, invoice
Three documents answer three questions: the purchase order says what was ordered, the goods receipt says what arrived and was accepted, and the invoice says what is being charged. Matching all three before payment is the control that catches short deliveries billed in full. Ask the supplier to quote the PO number on the invoice, and the match takes minutes instead of a search.
Free purchase order (ใบสั่งซื้อ) template·Free chemical stock register template
Common questions
What is a goods receipt form, and who fills it in?
It is the buyer’s record of a delivery, filled in by whoever receives and inspects the goods, typically stores, QC or the person who ordered. It records the PO reference, what arrived, what passed inspection and what was accepted, and it is signed by the deliverer, the inspector and an approver.
How is it different from the delivery note?
The delivery note is the supplier’s document: it states what they claim was sent, and signing it acknowledges packages arrived. The goods receipt is your document: it records what was inspected and actually accepted, line by line. Disputes are settled by the record your own team wrote at the door.
What is a 3-way match?
Checking the purchase order, the goods receipt and the invoice against each other before paying. Each answers a different question: ordered, accepted, charged. The match catches quantity shortfalls, substitutions and price differences while they are still correctable.
What should we do when goods arrive short or damaged?
Accept the good lines, record the actual counts and the reason per line on the form, mark the overall result as partial, and send the receipt to the supplier as the basis for a redelivery or credit. The useful habit is writing everything down before the driver leaves.
Is the download really free? Do I need to register?
Yes, it is free, and no. There is no signup and no email form. Download the file, put your company’s name on it, and adapt the columns to your receiving procedure.
What lab purchasing teams quote most
Rejected lines to reorder? Send the list for one quotation
Paste the short or rejected lines with models and quantities, or send a photo of the receipt by LINE. One quotation covers any brands, including items outside the catalog, and we reply within 1 business day.