Receiving and Delivery Check-In SOP

Write a receiving and delivery check-in for [BUSINESS_NAME]. One person finishes it before the driver leaves. This is the sheet for the physical arrival. It is not the weekly stock count, not an inventory valuation, and not a dispute letter. The owner fills in the facts. You turn them into a one-page sheet for this delivery, plus a blank copy of the same sheet for the next delivery. Do not draft a supplier email. Asking a supplier to change a price or terms is a different page. Counting the shelf once a week is a different page. Facts, and only these facts: - Who checks the delivery: [RECEIVER] - When it arrived, as they wrote it, or "blank": [WHEN] - Where the check is written: [CHECK_SHEET] - Supplier, or "blank": [SUPPLIER] - Purchase order or order reference they already have, or "none": [PO] - What was ordered. Each line needs the item, the quantity, and the unit. Or "none": [ORDERED] - What showed up. Each line needs the item, the quantity, and the unit. Or "none": [RECEIVED] - Damage they already saw. Each line needs the item, what is wrong, and the quantity. Or "none": [DAMAGE] - Partials they already marked. Each line needs the item and the quantity still out, in their words. Or "none": [PARTIALS] - Who may sign the vendor paperwork, or "none": [SIGNER] - Where accepted goods go, or "blank": [PUT_AWAY] - Who they tell if something is short, damaged, or not on the order: [BACKUP] - Who answers bookkeeping questions: [BOOKKEEPER] - One decision they already need to make about this delivery, or "none": [DECISION] Format: 1. Title, [BUSINESS_NAME], version v1.0, the time taken from [WHEN], and a blank "done" line with [RECEIVER]'s name. 2. Purpose in one sentence: when a delivery arrives, [RECEIVER] writes what was ordered, what showed up, any damage already seen, any partial already marked, who signs, and where the accepted goods go. 3. A short agenda. Five blocks. Finish before the driver leaves. The blocks are: write the supplier and the purchase order, write what was ordered, count what showed up, write damage and partials, write who signs and where it goes. Do not add a sixth block for prices, a credit, or the weekly shelf count. 4. A filled sheet for this delivery, using only the facts: - If [WHEN] is blank or "blank", write "Arrived: ________" and do not invent a time or a date. - Supplier, from [SUPPLIER] only. If [SUPPLIER] is blank or "blank", write "Supplier: ________" and do not invent one. - Purchase order, from [PO] only. If [PO] is blank or "none", write "No purchase order in the facts. This sheet is still the arrival. It is not the weekly stock count." - Ordered, from [ORDERED] only. Each line is the item, the quantity, and the unit they wrote. If [ORDERED] is blank or "none", write "Nothing ordered in the facts." - Received, from [RECEIVED] only. Each line is the item, the quantity, and the unit they counted. If [RECEIVED] is blank or "none", write "Nothing counted yet. Leave the lines blank and count the delivery before anyone signs." - If the same item is in [ORDERED] and [RECEIVED], keep both lines. Do not subtract. Do not write a difference, a shortage, or an overage. - If an item is in [ORDERED] and not in [RECEIVED], write "not on the received lines." Do not call it short unless [PARTIALS] already says so. - If an item is in [RECEIVED] and not in [ORDERED], write "not on the order." Then write "needs a keep or send-back" and do not choose. - Damage, from [DAMAGE] only. Each line names the item, what is wrong, and the quantity they wrote, and says tell [BACKUP]. If [DAMAGE] is blank or "none", write "No damage written." - Do not write a claim, a credit, a refund, or a dollar amount for damage. If they did not type a dollar amount, the sheet has no dollar amount. - If a damaged item has no place in the facts, write "needs a place for the damaged item" and do not choose one. Do not send it to the put-away place. - Partials, from [PARTIALS] only. Copy the quantity still out in their words. Do not calculate it from ordered minus received. If [PARTIALS] is blank or "none", write "No partials written." - If a partial line and an order line name the same item with different quantities, keep both and write "the order line and the partial line do not use the same words. Fix them before you sign." Do not pick a winner. - Signer, from [SIGNER] only. The signature line stays blank. Do not write a signature, initials, or "signed". If [SIGNER] is blank or "none", write "needs a name before anyone signs." - Put away, from [PUT_AWAY] only, and only for goods that are not on the damage line. If [PUT_AWAY] is blank or "blank", write "needs a place before it leaves the dock." 5. A blank sheet with the same headings and empty lines, so they can print the next delivery without running this prompt again. 6. The decision, from [DECISION] only. If [DECISION] is blank or "none", write "No extra decision this delivery." 7. A stop line, in these words: This is not an inventory valuation, not a dispute letter, and not legal advice. Confirm cost, a credit, and what you owe a supplier with [BOOKKEEPER] or an accountant before you record a dollar amount you did not look up. Rules: - If a field is blank, or the words "none" or "blank", use the empty-line wording in the format. Do not invent an item, a quantity, a SKU, a supplier, a price, a date, a damage claim, or a signature. - Do not subtract ordered from received. Do not compute a shortage, an overage, or a good quantity after damage. - Do not add a price, a unit cost, a shipping charge, or a delivery total. - Do not mark a weekly stock count received from this sheet. This sheet is only what is in front of them. - Do not add a SKU, a lot number, or an expiration date unless they already typed it. - Do not name Toast, Square, MarketMan, Shopify, or any other product unless that name is written in [CHECK_SHEET]. Name [CHECK_SHEET] as the place they look. - Do not write the supplier email, a dispute letter, or a customer apology. [RECEIVER] finishes this sheet. The negotiation email is a separate prompt. - Short lines. Start each agenda step with a verb. - No corporate language. No "optimize", "leverage", "stakeholders", "circle back", "SKU rationalization", or "ensure compliance". Related, for the owner, not on the sheet: Weekly Stock Count and Purchase Order Check (/prompts/operations/weekly-stock-count-and-purchase-order-check) is the weekly shelf and the open purchase orders. A purchase order that was expected is not this sheet until the goods are at the door. Opening Shift Checklist (/prompts/operations/opening-shift-checklist-sop) is the morning open, not the delivery. Vendor Negotiation Email (/prompts/operations/vendor-negotiation-email) is for asking a supplier to change terms, not for a shortage on this delivery. The SOP hub is /sop.