# Food receiving records: identify what arrived, not just what was ordered

A receiving record should connect the actual delivered product, supplier lot, quantity and receipt event to the order or delivery document. An order describes what was expected; the receiving observation describes what arrived.

> A receiving record should connect the actual delivered product, supplier lot, quantity and receipt event to the order or delivery document. An order describes what was expected; the receiving observation describes what arrived.

Kivloo editorial team · 2026-10-25

## Define the decision behind the record

Give the receipt its own identifier and record discrepancies explicitly. Staff should not be forced to confirm the expected product when a substitute or partial delivery appears. Keep the relevant observations and acceptance decision associated with that arrival.

## Record the delivered lot rather than copying the order

Prepare the order reference and approved receiving criteria, but leave room to identify what actually arrives. The receipt needs its own event reference, supplier, physical product and supplier-lot information. An order describes an expectation and may cover several deliveries or lots.

Capture each received lot and quantity separately, including units and the relevant delivery evidence. Record substitutions or differences explicitly and retain the receiving decision at the correct scope. Do not replace a physical product identity with the ordered description because the form lacks a discrepancy field.

Test a delivery containing two lots and one substitute product. From the receipt, a reviewer should recover the actual labels, document references and status of each part. Search forward to stock or production and confirm that the same identities remain connected, rather than disappearing when the purchasing record is marked fulfilled.

## Worked example

An order lists one product but the delivered package has a different reference. The operator records the actual identity and discrepancy, attaches evidence and follows the approval route. The expected order line remains available without replacing the delivered-product record.

## Build a usable record

Use the fields below to capture the facts needed for this particular decision. Keep the actual observation separate from any later correction or approval.

- Receipt and document references

- Actual supplier and product

- Supplier lot and quantity

- Relevant observations

- Acceptance and discrepancy review

## Example record and review decision

Fictional record example: ORDER-01: expected ingredient; REC-01: actual product, ING-A, 20 kg and supplier document BL-01.

Compare the product and lot received with the order and the approved criteria. Record substitutions as actual differences.

An order number alone identifies an intention to buy, not the physical lot that arrived at the door.

## Test the review, not just the form

Trace one received lot to its document and one document to its recorded lines. Include a partial delivery in the trial. Check whether corrections remain visible after the stock record has been updated.

## Can the purchase order stand in for the receiving check?

It identifies expected goods. Preserve the actual receipt and any difference separately.

## Can the purchase order number serve as the supplier lot?

It can link the commercial transaction, but it does not identify the physical supplier lot. Keep the order, receipt event and received lot as related references with their distinct meanings.

## Continue reading

- [Food batch traceability: connect deliveries, ingredients and finished products](https://kivloo.com/en/guides/food-batch-traceability-records)

- [Supplier document reviews: separate a stored file from an approval](https://kivloo.com/en/guides/supplier-document-review)

- [Rejected deliveries: connect the discrepancy and the stock decision](https://kivloo.com/en/guides/rejected-delivery-record)

- [Damaged packaging at receiving: describe the observation precisely](https://kivloo.com/en/guides/damaged-packaging-receiving-record)

- [Digital HACCP records: build a temperature log your team can actually use](https://kivloo.com/en/guides/digital-haccp-temperature-records)

- [Workplace safety inspections: turn findings into verified corrective actions](https://kivloo.com/en/guides/workplace-inspections-corrective-actions)

## Sources and further reading

- [GS1 · Global Traceability Standard](https://www.gs1.org/standards/traceability)

- [Codex Alimentarius · CXG 60-2006 / Traceability principles](https://www.fao.org/input/download/standards/10603/CXG_060e.pdf)

Operational guidance, not a certification or a legal assessment. Adapt examples to your site, approved procedures and local requirements. Product links lead to the English website; this guide does not imply a fully translated application or verified hardware compatibility.

Canonical: https://kivloo.com/en/guides/food-receiving-record-identifiers