Planner · WTR 1998
Staff holiday planner
A leave record per person with entitlement, carry-over and every request approved, a team planner a quarter per page, and the 2026 and 2027 bank holidays by nation. As a PDF, Word and an Excel workbook.
Free download · Editable PDF
Free goods received note template
A goods received note records what arrived, against the purchase order and the delivery note, with shortages and damage noted before the driver leaves. This one is a single page as an editable PDF and a Word document, free to use and reuse.
- Format
- Editable PDF
- Pages
- 1
- Built on
- The three-way match
- Cost
- Free, always
What is in the goods received note template
1 pagesThe delivery
The GRN number, the supplier, the delivery note and purchase order numbers, the date and time received, where it was delivered, the job, the vehicle and driver, and who received it.
The items
One line per item with the quantity ordered, the quantity received, the shortage, anything damaged or rejected, and a note, so the invoice can be queried line by line.
The condition checks
Quantities counted against the order, damage photographed before the driver left, the driver told, and the delivery note signed unchecked where there was no time to check.
The signatures and the follow-up
Who received the delivery and who checked it against the order, then what was raised with the supplier, when, and the credit note or replacement that closed it.
What a GRN is for
Checked against the sourceThe three-way match
The order says what was authorised, the goods received note says what arrived, and the invoice says what is claimed. An invoice is approved for payment only when it matches both.
Standard practice; HMRC VAT Notice 700/21 for the invoiceThe delivery note
Signing a delivery note confirms receipt. Signing it unchecked, where there was no time to count, keeps the right to query a shortage afterwards; most suppliers’ terms set a short period for it.
The supplier’s terms of saleKeeping the records
Delivery notes and goods received notes are part of the VAT records behind an invoice, and VAT records are kept for six years.
GOV.UK, VAT record keepingHow to use it
Check against the order, not the delivery note
The delivery note says what the supplier thinks it sent. The order says what was authorised. The difference between them is what the GRN exists to catch.
Photograph damage before the driver leaves
A photograph with the delivery note number written on it settles most claims. A damaged pallet found the next morning is a longer conversation.
Close the query
Record what was raised with the supplier and the credit note or replacement that closed it. In Unibuild the goods received note is booked in on the phone against the order and the invoice is matched to both, so a short delivery is never paid in full.
Asked most often
Questions about
Questions about
this template.
Is this goods received note template free?
Yes. It is free to download, use and reuse, including on paid work and for clients, with no sign-up and no email address. Download the editable PDF or the Word version.
What is a goods received note?
A record, made on delivery, of what actually arrived: each item, the quantity received against the quantity ordered, and anything short, damaged or rejected. It is the second document in the three-way match, between the purchase order and the supplier’s invoice.
What is the difference between a delivery note and a GRN?
The delivery note is the supplier’s document: what they say they sent. The goods received note is yours: what you counted on arrival, against the order. When the two differ, the GRN is the evidence for the query.
Who should sign a goods received note?
The person who received the delivery, and the person who checked it against the order where that is somebody else. On a site that is often the supervisor; in a yard, the storeperson. The signature is what the office relies on when the invoice arrives.
What if there was no time to check the delivery?
Sign the delivery note “unchecked” and count it as soon as you can. Most suppliers’ terms set a short period for reporting shortages or damage, so the count and the GRN are done the same day and the supplier told at once.
How does Unibuild handle goods received?
The delivery is booked in on the phone against the order, line by line, with photographs of any damage. The supplier invoice is then matched to the order and the GRN, so a short delivery is never paid in full, and the cost lands on the job it was ordered for. The purchase orders page shows the chain.
More free downloads
All 108 downloads →
Matrix · MHSWR 1999 regulation 13
Training matrix
One row per person with the expiry of each card and course, a training record per person, and a training needs grid by role. As a PDF, Word and an Excel workbook that turns a date amber at sixty days and red when it passes.
Check sheet · CDM 2015 regulation 8
Subcontractor approval check sheet
The checks before a subcontractor goes on the approved list: Companies House, CIS verification, insurance, SSIP, the policy, RAMS, competence, right to work, the reverse charge and bank details, then the decision, the register and the review log.
Next step
The same records,
The same records,
without the paper.
On the platform these stop being sheets. The check, the person, the date, the signature and the action that followed are recorded as the work runs and retrieved by site.