Free document template
Goods Receipt Form (ใบตรวจรับสินค้า)
A goods receipt records what your organization inspected and accepted when a delivery arrived, line by line against the purchase order. Download the free Excel form below, with three quantity columns, lot and expiry, an inspection checklist and signature blocks. No signup or email needed.
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.
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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 accepted. Fill it in at the door, while the goods and the driver are still there, so each quantity comes from a count rather than from memory.
Short quantities, damaged packaging, a substituted model or a short-dated lot each become one line with a reason, signed by both sides. For laboratory goods, check lot and expiry on arrival: a certificate of analysis belongs to a lot, and remaining shelf life is part of what was bought.
Delivery note vs goods receipt
| 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 |
What to record on every line
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.
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, as the evidence for a claim.
The checklist
Packaging, spec match, quantities, documents (delivery note, COA, SDS) and arrival condition, checked once per delivery before anything is signed.
Receiving, then the 3-way match
- Count before signing. Check the delivery against the purchase order, not only against the supplier’s delivery note.
- Record reasons at the door. Write each rejection on the form while the driver is present.
- Register the same day. Accepted lab goods go into the chemical stock register the day they arrive.
- Match before paying. The PO says what was ordered, the receipt what was accepted, the invoice what is charged. Ask the supplier to quote the PO number on the invoice.
The receipt answers a purchase order, and accepted lab goods go into the stock register: Free purchase order (ใบสั่งซื้อ) template·Free chemical stock register template
Common questions
Who fills in a goods receipt form?
Whoever receives and inspects the goods, typically stores, QC or the person who ordered. It is signed by the deliverer, the inspector and an approver.
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. Write everything down before the driver leaves.
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’ll confirm pricing and delivery details after checking your requirements.