Verify equipment against the approved quotation before treating delivery as complete. Keep identity, condition and any unresolved difference in a simple receiving record.
prepare the reference
Have the accepted quotation or order, expected quantity and authorised receiving contact available. Identify any setup or functional checks that are part of the agreement. The receiving person should know which differences they can accept and which need approval.
Arrange a practical place and time for the agreed checks. Do not assume the delivery person can wait for an unplanned full migration or application rollout that was never included in the scope.
inspect identity and completeness
- Compare the exact model and relevant specification.
- Record serial numbers or agreed asset identifiers.
- Reconcile quantities and included accessories.
- Check visible condition and any stated grading.
- Keep packaging or delivery evidence needed for a reported issue.
If the item differs, record the difference before accepting a substitution. A similar model name is not enough to establish equal ports, memory, battery condition or warranty.
perform the agreed functional check
A basic delivery may include a power-on check, while a configured workstation may require a representative application or peripheral test. Use the acceptance scope agreed before purchase. Record the actual outcome rather than writing “tested” without saying what was checked.
Do not enter sensitive business data into an unreviewed setup merely to see whether it works. The organisation should control the approved software environment and access before routine use. Data migration requires its own authorised process.
complete the receiving record
| Record field | Purpose |
|---|---|
| Order and item reference | Connect the delivery to the approved promise. |
| Identifiers and quantity | Support inventory and warranty follow-up. |
| Condition and checks | State what was actually inspected. |
| Documents received | Invoice, warranty and setup information. |
| Exceptions | Difference, responsible person and next action. |
| Assignment | Who receives the equipment after readiness is confirmed. |
hand over the next responsibility
Update the asset register and identify who owns setup, user handover and future support. Keep an unresolved fault or missing accessory visible until it is addressed. Delivery, technical readiness and user acceptance are related but distinct events.
The record need not be elaborate. Its value is that a later support or procurement question can be answered from an accurate reference. Avoid copying passwords or unnecessary personal details into the receiving document.
Put the decision into practice
Agree delivery and acceptance requirements as part of the procurement scope.
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