Create a Warehouse Receiving Process from Excel

The short version

• Booking and ASN checks happen before unloading.
• Seal, PO and counted-quantity exceptions need distinct routes.
• A hold or discrepancy must have a named owner and resolution path.

Use the exception rows that a receiving log already records

A receiving file often lists ASN, PO, dock slot, counted quantity and damage notes. Map those fields to activities: book the delivery, check it in, inspect the seal, scan pallets, match the PO and count against the ASN. Put an explicit decision at each point that can change the route.

The sample below includes unbooked deliveries, broken seals, missing purchase orders and quantity differences. Each exception has a next step and owner rather than a single generic Hold flag. Open /templates/warehouse-receiving-process to adapt the example for your WMS and local receiving policy.

The warehouse receiving spreadsheet and resulting flowchart

Open the sheet view to inspect the real warehouse receiving rows behind this editable QueryChart visualization.

1. Start with the trigger

   The first rows handle the dock booking and seal check, including the branch for an unbooked or suspect vehicle.

2. Add the decision routes

   PO matching and counted quantity now produce separate discrepancy paths instead of one undifferentiated receiving exception.

3. Review the complete process

   The full receiving chart follows put-away eligibility, exception evidence and final handoff after reconciliation.

How it works

1. Start from the physical arrival

   Use delivery booking as the trigger and record ASN, PO, dock and carrier identifiers as supporting spreadsheet fields.

2. Add each verification gate

   Give seal condition, PO match, quantity and damage their own decision rows. Label both good and exception outcomes.

3. Trace the exception ownership

   Render the flowchart and check who photographs a seal, investigates a missing PO and resolves a count difference before stock is released.

Mistakes to avoid

• Sending every discrepancy to the same hold row

  A broken seal, wrong PO and count variance require different evidence and owners. Keep their routes separate.

Edit the warehouse receiving example

Open the source rows, replace the sample steps and verify every path in the rendered chart.

Edit the warehouse receiving example

Frequently asked questions

Should an unbooked delivery be rejected?

Not automatically. The sample logs it and finds a slot; your policy may instead reject or quarantine it.

How do I show quantity variance?

Use a counted-versus-ASN decision and a discrepancy route that records evidence before reconciliation.

Does this replace a warehouse management system?

No. The chart explains receiving decisions; the WMS holds stock, transactions and scan records.