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Free goods received note template

Free goods received note (PDF-ready). Record what arrived against the purchase order, quantities, condition, discrepancies and where it was put away.

Don't just download it - use it live. Start a free workspace with this goods received note template already built, so your crew can run it from a phone.

Jarrod Milford

Jarrod Milford

Commercial Director

Updated 10 August 2026
Also see:Asset tracking →Best asset tracking software →MapTrack vs Asset Panda →

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Key takeaways

  • The goods received note is the third document in a three-way match with the order and the invoice.
  • Record delivered and accepted quantities in separate columns, because they differ whenever something is wrong.
  • Check against the purchase order, not the supplier docket, since a matching docket proves nothing about the order.
  • Capture serial numbers, certificates and safety data sheets at the door, not weeks later once items are installed.
  • Raise shortages and damage the same day, because most supply terms allow only a short claim window.

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Updated 10 Aug 2026

How to use: download the PDF, print or complete digitally on any device.

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Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a goods received note template?

A goods received note is the receiving party record of what actually arrived, checked against what was ordered. It records the purchase order and supplier, the delivery reference, each line item with the quantity ordered and the quantity accepted, the condition on arrival, any discrepancy or rejection, and where the goods were put away or which asset they were booked against. It is completed by the receiving business rather than the carrier, which is what distinguishes it from the delivery paperwork that arrives with the load.

Its real job is to be the third document in a three-way match. The purchase order says what was asked for, the supplier invoice says what is being charged, and the goods received note says what turned up and was accepted. Where all three agree the invoice can be paid without discussion, and where they do not the note is the evidence that stops you paying for goods that never arrived or that were rejected. For anything that becomes an asset, the same note is also the trigger to create the register entry, attach the serial number and warranty, and start the maintenance record on the right date.

Learn more about asset tracking in MapTrack.

Benefits of using this goods received note template

  • Enables a clean three-way match: order, receipt and invoice can be reconciled without chasing anybody for the detail.
  • Stops paying for goods that never arrived: an accepted quantity recorded on receipt is the only defensible basis for payment.
  • Discrepancies raised while recoverable: shortages and damage recorded on the day are credited, while later claims often are not.
  • Assets enter the register on time: serial numbers, warranty and location captured at receipt avoid a reconstruction months later.
  • Warranty starts on the right date: recording the receipt date and supplier reference protects the claim period.
  • Supplier performance becomes visible: consistent notes show which suppliers deliver short, late or damaged over time.
  • Supports quality control of purchased items: retained receipt records evidence the ISO 9001 controls over external providers.

Benefits of digitising forms in MapTrack

When you move your forms from paper to MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Automatically get alerts when faults are identified.
  • Link every form digitally as a PDF to the relevant asset, location or person.
  • Receive a digital PDF copy with every submission to your email.
  • Ability to share forms digitally.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Restrict permissions (who can view, complete or approve).
  • Build forms with AI (describe what you need and MapTrack suggests the form).
  • Maintain a live asset register with location, condition and custody history.
  • Schedule and track calibration, certification and warranty expiry dates.
  • Generate depreciation and total-cost-of-ownership reports per asset.

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Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in a goods received note template

This goods received note template covers 10 key areas:

  • Goods received note number and the date and time of receipt
  • Supplier name, purchase order number and the supplier delivery docket or consignment reference
  • Carrier and vehicle details where a third party delivered the consignment
  • Line items: description, part or catalogue number, unit of measure, quantity ordered, delivered and accepted
  • Condition on arrival for each line, including packaging, seals and any evidence of transit damage
  • Discrepancies: shortage, over-delivery, wrong item, damage or rejection, with the reason and quantity for each
  • Serial numbers, batch or lot numbers and asset identifiers for anything that will be tracked individually
  • Safety data sheets, certificates of conformity, test certificates and manuals received with the goods
  • Put-away location, bin or store, or the asset and job the items were booked against
  • Receiver name and signature, the date, and the approval to pass the note for payment

How to use this goods received note template

  1. Match the delivery to a purchase order first: Find the order before you unload. Goods received without an order are the hardest thing to reconcile later, and the check takes seconds while the driver is still there and the paperwork is in hand.
  2. Count and inspect against the order, not the docket: Check quantities and descriptions against what was ordered rather than against the supplier own paperwork. A docket that matches the load tells you nothing if the load does not match the order in the first place.
  3. Record accepted quantities separately from delivered: Delivered and accepted are different numbers whenever something is damaged or wrong. Keeping the two columns apart is what makes the note usable for payment approval and for a supplier claim at the same time.
  4. Capture serial numbers and documents on the spot: Record serial, batch or lot numbers and collect the safety data sheets, certificates and manuals as the goods come off the vehicle. Chasing a certificate weeks later, once the item is installed, is far harder than collecting it at the door.
  5. Raise discrepancies the same day: Notify the supplier of any shortage, damage or wrong item on the day of receipt, quoting the note number and the affected lines. Most supply terms give a short window for claims, and missing it turns a credit into an argument.
  6. Put away, book in and release for payment: Record the location or the asset the goods were booked to, create the register entry for anything trackable, then sign and release the note so accounts can complete the three-way match against the invoice.

In MapTrack, you can manage your full asset register digitally. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this form?

Complete a goods received note for every inbound delivery, including free-of-charge replacements, warranty returns and items collected rather than delivered. Uncontrolled receipts are how stock counts drift and how assets end up in service with no register entry and no warranty record.

Review outstanding notes weekly against open purchase orders. A note with no matching invoice, or an order with no matching note, is either an accrual nobody has recognised or a delivery that never happened, and both are worth catching before month end rather than after it.

Frequently asked questions

ISO 9001 requires an organisation to ensure that externally provided processes, products and services conform to requirements, to determine the verification activities needed to make sure of that, and to retain the resulting records. Verification on receipt is the most common form that takes. A completed goods received note shows the check happened, records the result line by line, and where something is rejected it also feeds the control of nonconforming outputs. Keep the discrepancy detail rather than just marking a line rejected, because the detail is what supports both the credit and the supplier review.

A proof of delivery is completed at the point of handover and is primarily the delivering party evidence that goods arrived and were accepted. A goods received note is completed by the receiving business, checked against its own purchase order, and it drives stock, asset and payment decisions internally. The delivery record answers whether it turned up. The received note answers whether what turned up is what was ordered and whether the invoice should be paid.

It is the reconciliation of three documents before an invoice is paid: the purchase order, the goods received note and the supplier invoice. If the order says ten, the note says eight accepted and the invoice says ten, the mismatch is visible before the payment goes out rather than after. Without the receipt record there are only two documents, both of which come from the buying and selling sides of the same transaction, and nothing independently confirms what actually arrived.

Record the delivered quantity and the accepted quantity separately, describe the damage on the affected line, photograph it, and note it on the carrier paperwork before the driver leaves if transit damage is suspected. Notify the supplier the same day quoting the note number. Do not accept and put away damaged goods on the assumption it will be sorted out later, because once the items are in your store the question of where the damage happened becomes very difficult to answer.

Every delivery that will be invoiced, that affects stock, or that brings in something to be tracked as an asset. That covers almost everything, including free replacements and warranty returns, because those still change what you hold. Very low value consumables are sometimes handled by a simpler receipt process, but the exception should be a deliberate policy with a stated threshold rather than a habit that grows until nobody knows what has been received.

Yes, it is completely free. Open it in your browser, then use Print and choose Save as PDF to keep a copy or print a pad for the store. You do not need a MapTrack account. If you want to move beyond paper, MapTrack creates the asset record at receipt with the serial number, warranty and location attached, so items are in the register from day one. Start a free trial or book a demo to see how.

Applicable regulatory standards

This template aligns with the following regulations and standards:

  • ISO 9001:2015 Clause 8.4 Control of externally provided processes, products and services
  • ISO 9001:2015 Clause 8.7 Control of nonconforming outputs
  • ISO 55001:2024 Asset management (recording assets on receipt into the register)
  • Work Health and Safety Regulations (model), duties on receipt of hazardous chemicals including labelling and safety data sheets

The numbers behind this goods received note template

Every figure below is sourced and dated, so you can quote it in a toolbox talk, a budget case or a board paper without having to chase the original report.

Related resources

More asset management templates and guides:

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Run an industry blog, trade association site, or training resource? Drop a preview of this free goods received note template straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

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  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Goods received note template</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Goods received note number and the date and time of receipt</li>
    <li style="margin:4px 0;">Supplier name, purchase order number and the supplier delivery docket or consignment reference</li>
    <li style="margin:4px 0;">Carrier and vehicle details where a third party delivered the consignment</li>
    <li style="margin:4px 0;">Line items: description, part or catalogue number, unit of measure, quantity ordered, delivered and accepted</li>
    <li style="margin:4px 0;">Condition on arrival for each line, including packaging, seals and any evidence of transit damage</li>
    <li style="margin:4px 0;">Discrepancies: shortage, over-delivery, wrong item, damage or rejection, with the reason and quantity for each</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/goods-received-note-template" style="color:#071D49;font-weight:600;text-decoration:none;">Goods received note template</a> by MapTrack</p>
</div>

Please keep the “by MapTrack” attribution link in the snippet.

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