Incoming Goods Inspection Checklist for E-commerce & Retail
A quality inspection checklist for verifying the quality, quantity, and condition of goods received from suppliers before accepting them into inventory.
Includes Australian Consumer Law (ACL) compliance features, GST calculations, and product safety record management.
Complete Checklist
- 1Verify the fulfilment matches the purchase order number and supplier detailsCritical
- 2Count all items received and compare to the quantity on the fulfilment docketCritical
- 3Inspect packaging for damage that may have affected the contents
- 4Check that all items match the product descriptions and specifications orderedCritical
- 5Inspect a sample of items for visual defects, damage, or quality issues
- 6Verify batch numbers, lot codes, and manufacturing dates where applicable
- 7Check expiry dates and confirm adequate shelf life remains for all perishable items
- 8Measure or weigh items to confirm they meet specified dimensions or quantities
- 9Verify that temperature-sensitive goods are within the required range on arrivalCritical
- 10Check that required documentation such as certificates of conformity are included
- 11Note any discrepancies on the fulfilment docket before signing
- 12Photograph any damage or defects for supplier claims
- 13Quarantine any non-conforming goods pending resolution with the supplierCritical
- 14Update the inventory system with received goods and any adjustments
- 15Complete the goods received record and file with the purchase order
Frequently Asked Questions
What should we do if incoming goods do not meet our quality standards?
Quarantine the non-conforming goods immediately and do not introduce them into your inventory or supply chain. Document the issue with photographs and descriptions. Contact the supplier to report the problem and request a resolution such as replacement, credit, or return. Record the incident in your supplier quality log to track patterns. Never use or sell goods that do not meet your quality standards.
How much of a fulfilment should be inspected for quality?
The inspection level depends on the supplier reliability, the criticality of the goods, and the cost of a quality failure. For trusted suppliers with a good track record, a random sample of 5 to 10 percent may be sufficient. For new suppliers, high-value items, or goods with a history of issues, consider a 100 percent inspection until quality confidence is established.
Should we have written quality specifications for all purchased goods?
Yes, written specifications provide a clear reference for inspection and reduce subjectivity. They also set clear expectations with suppliers and provide a basis for resolving disputes. Specifications should cover physical characteristics, performance requirements, packaging standards, and any regulatory requirements. Share specifications with suppliers before ordering and include them in supply agreements.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.