Goods Receiving Workflow

What does this workflow record for each delivery?

Each submission creates a goods receipt record with a reference number, a status, and a timeline of events. As the workflow proceeds, the record captures the inspection result, damage or shortage details, inspection photos, storage location, resolution outcome, and resolution notes. The status updates automatically as the receipt moves from Received through Put Away, Quarantined, and Resolved.

Who is involved at each stage of the receiving process?

The receiver submits or is named on the initial receiving form and completes the goods inspection task. The warehouse team is assigned the put-away task for accepted goods, recording the storage location. If a discrepancy is found, the buyer's team is assigned a task to resolve it with the supplier, and the buyer receives email notifications at key points throughout.

What happens when the receiver records an inspection result?

The receiver's inspection task waits for them to record the inspection result, along with any damage or shortage details and photos, all of which are saved to the record. The workflow then routes based on that result: an Accept result moves the receipt toward put-away, while a Discrepancy result moves it into quarantine. Any other outcome is also routed accordingly, so every inspection leads to a defined next step.

How is a discrepancy handled once goods are quarantined?

When the inspection result indicates a discrepancy, the status is set to Quarantined and a task is assigned to the buyer's team to resolve the issue with the supplier. Once they record the resolution and resolution notes, these are saved to the record and the status changes to Resolved. The buyer is then emailed with the resolution outcome, keeping them informed without needing to check the record directly.

How do we change this workflow if our receiving process differs?

A workflow can be adjusted by describing the desired change in plain English or by editing its steps directly in the workflow editor. This might mean adjusting the questions on the receiving form, adding an extra task, or changing which team is assigned an inspection or resolution step. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

Do receivers and buyers need an account to take part?

No account is required for receivers or buyers to participate in this workflow. They interact through a public request form and through forms emailed to them at the relevant stage, such as the inspection or resolution steps assigned to their team.

How do buyers stay informed about the status of a delivery?

Buyers receive an email once goods are received in full and put away, and a further email once any discrepancy has been resolved. Because each receipt record has a status and timeline, workspace users can also check progress at any point without waiting for an email update.

What is captured about put-away for accepted goods?

When the inspection result is Accept, the warehouse team is assigned a task to put the stock away and record the storage location. This storage location is saved to the record, and the status is updated to Put Away before the buyer is notified that the goods were received in full.

Can this workflow support compliance or audit requirements?

The workflow records statuses, the values staff and customers enter, and a timeline of events for each goods receipt record, which can support internal record-keeping. Each business should confirm its own compliance and audit obligations, as this workflow is a tool for tracking the receiving process rather than a guarantee of regulatory compliance.