Receiving log template

A free Excel log for checking deliveries in. Each line records the supplier, the PO, what was ordered, what arrived and what was damaged. The sheet works out the accepted quantity and what is still short, and marks each line Complete or Short so the next call to the supplier is obvious.

Download Excel (.xlsx)Download CSVFree. No sign-up. Works in Excel and Google Sheets.

What's in the sheet

Sample rows. Shaded columns calculate themselves.

Receiving
ReceivedSupplierPO numberSKUItemOrderedReceived qtyDamagedAcceptedShortStatusChecked byNotes
2026-09-15Sunny OrchardsPO-7779GR-1012Honeycrisp apples, 3 lb bag40040004000CompleteChris
2026-09-15Sunny OrchardsPO-7779GR-1205Gala apples, 3 lb bag20020002000CompleteChris
2026-09-15Valley GreensPO-7780GR-1044Baby spinach, 5 oz clamshell300260026040ShortPriyaSupplier promised the other 40 cases on Wednesday
2026-09-15Green Acres FarmPO-7781GR-1300Romaine hearts, 3 count12012041164ShortPriya4 cases crushed. Photos sent to the supplier.
2026-09-16Pack Supply CoPO-7783PK-220Clamshell lids, 5 oz5,0005,0001504,850150ShortSamOne sleeve of lids cracked

What each column is for

Received
The day it arrived.
Supplier
Who shipped it.
PO number
Your purchase order number.
SKU
Your item code.
Item
The item name.
Ordered
Quantity on the PO.
Received qty
What you counted off the truck.
Damaged
Units you will not accept.
AcceptedCalculated
Received minus damaged.
ShortCalculated
Ordered minus accepted, never below zero.
StatusCalculated
Complete when nothing is short, otherwise Short.
Checked by
Who checked it in.
Notes
Photos sent, credits asked for, promised dates.

How to use it

  1. 1Keep the PO open while you unload and add one row per item on it.
  2. 2Count before you sign. Enter what arrived and what is damaged, not what the packing slip says.
  3. 3Filter Status to Short and call or email each supplier the same day.
  4. 4Add accepted quantities to your stock. If you use the inventory check template, they go into On hand.

Where the spreadsheet stops helping

  • The driver is waiting, so counts get rushed and the packing slip gets signed as is.
  • Damage is noticed later, after the chance to refuse it has passed.
  • What the supplier promised on the phone about the missing cases is never written next to the PO.

In Markhub

Let an agent keep stock as deliveries come in

  1. 1Tell the Inventory Manager what arrived, in the hub, as you check it in.
  2. 2It adds the delivery to stock, logs the change and keeps a running quantity for each item.
  3. 3When an item runs out, it messages the person you chose. Shorts and damage photos stay in the same thread.
Start free

Start free, then add the Inventory Manager from the agent library in your workspace.

Questions

What is a receiving log?

A record of every delivery you take in, checked against what you ordered. It shows what arrived, what was damaged and what is still owed, per supplier and per PO.

Should I record damaged goods separately?

Yes. Received and damaged are different numbers. Keeping them apart is what lets you ask the supplier for a credit and keeps damaged units out of your stock.

How does this connect to inventory?

The Accepted column is what goes into stock. In the inventory check template it is added to On hand.

Does it work in Google Sheets?

Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. The formulas and dropdowns carry over. The CSV has the same sample rows as plain values.

More templates

See how operations teams run this in Markhub