Stock and kitchen

Delivery Acceptance Form

Complete it while the supplier's vehicle is still at the door. Once the goods are brought inside, an objection becomes weaker. Checking the invoice later in the office counts as acceptance. Do not bring an incomplete case inside.

Even when you are busy, mark the quantity, expiry date, and temperature of chilled goods at the door. You can complete the details immediately after bringing the goods inside. Goods taken in without a door check are effectively accepted. If the temperature of a chilled product is not recorded, the loss falls to you if it spoils.

If two suppliers arrive on the same day, use two forms. Mixing invoices on one sheet also confuses stock entries. Even when chilled and dry goods are on the same invoice, the temperature line applies only to chilled items. Do not record a temperature for dry goods. If a rejected item arrives again the next day, open a new form. Do not erase the previous rejection line.

Download PDF

How to use this form

  1. Open the dispatch note or invoice at the door. If there is no document, do not bring the goods inside, and write the reason in the notes.
  2. Record missing or extra cases line by line. If extra goods enter without a record, stock is overstated.
  3. Record the temperature and expiry date of chilled goods. Reject damaged packaging or add a note.
  4. Write the accepted quantity in the table and mark any difference from the invoice at the same time.
  5. Obtain the supplier's signature for a rejected item or add a note from the person accepting the delivery. An unsigned rejection can lead to a dispute later.
  6. Sign the form and enter the invoice and stock into Ritapos on the same day. If the entry is delayed, the stock count ignores goods that have arrived.

How this maps to Ritapos

Bulk raw material entry with Excel is intended for head office or initial setup. Do not skip the invoice during daily operations. This paper records the check at the door; the stock entry is made in Ritapos.

Do not enter a quantity rejected at the door into the system. If you do, stock will show goods that are not in storage, making food cost appear lower. Matching the delivery form with the invoice line on the same day prevents this error. The expiry date form separately tracks the date under which accepted goods were placed on the shelf.

This form is a checklist for training purposes. It does not change your municipal, food registration, or occupational health obligations. Confirm local requirements in writing.