Inventory glossary
What is Goods received note?
A goods received note is a document created when a shipment arrives, recording what was actually delivered against a purchase order.
A goods received note gives you a record of what showed up, not just what you ordered. It lists the SKU, the quantity received, the date, and any difference from the purchase order. This matters because suppliers sometimes ship less than you ordered, substitute items, or send damaged goods, and you need a paper trail to sort out credits or follow up on missing stock.
Use it every time a delivery arrives. Check the quantities against the purchase order before you put stock away, note any shortages or damage right on the form, and keep it with the supplier invoice. If the numbers do not match, you have proof to send back to the supplier instead of relying on memory.
Example
A candle store orders 200 units of a vanilla candle SKU. The box arrives with only 180 units and 2 broken jars. The goods received note records 178 good units received against an order of 200, with a note about the 2 damaged jars and the 20 short units. The owner uses this note to request a credit from the supplier for 22 units.
Common mistakes
- Receiving stock into Shopify without checking it against the purchase order first.
- Not noting damage or shortages at the time of delivery, which makes disputes harder later.
- Treating the supplier invoice as proof of delivery instead of a separate goods received note.
Goods received note and SteadyShelf
SteadyShelf lets you receive purchase orders into Shopify and records what actually arrived against what was ordered, so you have a clear record for each delivery.
SteadyShelf is launching on the Shopify App Store. Join early access to get the install link first.
Related terms
Purchase order · Receiving · Partial receipt · Three-way match · Supplier
FAQ
Is a goods received note the same as an invoice
No. The invoice is the supplier's bill for the order. The goods received note is your own record of what physically arrived, which may differ from both the order and the invoice.
Do small Shopify stores need a formal goods received note
You do not need a formal printed form. A simple log of received quantities against each purchase order, kept consistently, serves the same purpose.
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