After a receiving department unpacks materials received on order from a supplier, the materials are verified by consulting:

  • Purchase order
  • Delivery paperwork received from the transport agency or the supplier
  • Invoice or bill 

The materials received report is used to record the verification results. At least three copies are required:

  • The original copy is sent to the storage department
  • The second copy is sent to the accounts department
  • The third copy is retained for the receiving department’s records

However, another common practice involves creating five copies of the materials received report. In such cases, the fourth copy is sent to the production department, while the storage department uses the fifth copy for its inspection section. 

Format/Specimen of Materials Received Report

Materials Received Format

Frequently Asked Questions

How are materials received at the company?

Materials are received at the company through a variety of methods. The most common method is via UPS or FedEx. Other methods include via truck, train, or ship.

What is the purpose of the materials received report?

The purpose of a materials received report is to document that the correct items were received in the correct quantities. The report also serves as a record of any discrepancies between what was ordered and what was actually delivered.

Why is it important to follow the procedure for receiving materials?

To ensure that the right materials are sent to the right place, and payment is made if required, you should follow a standard procedure for requesting materials.

Are there any special considerations for receiving hazardous materials?

Hazardous materials must be handled with care to avoid accidents. All hazmat shipments must be properly labeled and documented. Employees who will be handling the materials must be trained in proper safety procedures.

What are the documents used in receiving goods/materials?

A document combining the purchase order, receiving report, packing slip, and vendor's invoice is a good way to track your purchases.

True is a Certified Educator in Personal Finance (CEPF®), author of The Handy Financial Ratios Guide, a member of the Society for Advancing Business Editing and Writing, contributes to his financial education site, Finance Strategists, and has spoken to various financial communities such as the CFA Institute, as well as university students like his Alma mater, Biola University, where he received a bachelor of science in business and data analytics.

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