Receiving Log Template
Most inventory losses start at the back door: a short case signed for, a price that crept up, a delivery that arrived warm. A receiving log makes whoever signs for deliveries check each one against the order before it goes on the shelf.
The CSV opens in Excel, or in Google Sheets with File, Import. Formulas calculate as soon as you enter numbers.
What is on the template
- Date, supplier and invoice: so every line traces back to a document.
- Item, ordered and received: the sheet counts lines where less arrived than was ordered.
- Unit and unit price: check the invoice price against the price you agreed; the line total fills in.
- Temperature: for refrigerated and frozen items, measured on arrival.
- Quality OK (Y/N), issue and received by: note damage, wrong items or temperature problems and the credit requested.
How to use it
- Receive against the order. Have the purchase order or order guide in hand, not just the invoice.
- Count, weigh and check dates. Weigh proteins, count cases and check use-by dates before you sign.
- Check temperatures. The FDA Food Code calls for refrigerated TCS food to arrive at 41°F or below and frozen food to arrive frozen, with some exceptions (such as milk and shell eggs). Follow your local code.
- Note problems on the invoice. Reject or note short, damaged or off-spec items while the driver is there, and log the credit you requested.
Example
| Date | Supplier | Item | Ordered | Received | Unit | Unit price | Temp | OK | Issue |
|---|---|---|---|---|---|---|---|---|---|
| 10/07 | Valley Foods | Chicken thighs, boneless | 40 | 40 | lb | $2.89 | 38°F | Y | |
| 10/07 | Valley Foods | Heavy cream | 12 | 10 | qt | $3.10 | 40°F | Y | Short 2 qt, credit requested |
| 10/07 | Green Farm | Romaine | 2 | 2 | case | $38.50 | 39°F | N | Wilted, one case returned |
Supplier names are examples.
Printable blank form
Receiving Log Template
Print this page to get the blank form below; the rest of the page is left off.
| Date | Supplier | Invoice # | Item | Ordered | Received | Unit | Unit price | Temp | OK (Y/N) | Issue / credit | By |
|---|---|---|---|---|---|---|---|---|---|---|---|
FAQ
What is a receiving log in a restaurant?
A record of every delivery, checked line by line against the order: quantities, prices, temperatures and condition, with any shortages or credits noted. It is where receiving errors and price creep get caught.
What temperature should cold food be when it is delivered?
Under the FDA Food Code, refrigerated time/temperature control for safety (TCS) food should be received at 41°F or below and frozen food frozen, with specific exceptions such as milk and shell eggs. States adopt the Food Code on their own schedule, so check your local rules.
Who should sign for deliveries?
Someone trained to check them, with the order in hand. Rotating the job without training is how short cases get signed for.
How does a receiving log help food cost?
Shortages and price increases caught at the door never reach your food cost. Over a month, the log also shows which suppliers short or substitute most often.
Related guide
Restaurant Inventory Management: Counts, Par Levels and Turnover
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Food Cost Calculator
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