The delivery note is signed, the shortfall is found a week later
Forty bags of adhesive are booked in as sixty because nobody counted. By the time the tiler runs short, the delivery note is in a van and the supplier’s credit window has closed.
Site forms
Delivery inspection checklist for materials arriving on site
A lorry arrives, the driver wants a signature, and the gang wants the pallets off the bed before lunch. The delivery inspection checklist is the five minutes between those two pressures: does what has arrived match the order and the delivery note, is it undamaged and labelled, and are the certificates and markings with it? Fidrel ships a UK delivery inspection template as a site form, filled in on the spot and locked once submitted.
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Why deliveries get accepted without a proper check
Certificates arrive separately, or not at all
Structural steel, timber and fixings come with mill certificates, declarations and markings that have to be filed with the records at handover. A checklist that asks for them at the gate is the last cheap moment to get them.
Damage found on the day is argued about on the day after
A dented door set accepted without a note is the contractor’s dent. A rejection written at the time, with the delivery note number and the person who checked it, is a different conversation.
What a delivery inspection checklist has to capture
Whatever form it takes, a delivery check answers six questions: who delivered and under which delivery note number; whether the item, quantity and quality match the order; whether anything is damaged; whether the goods are labelled so they can be identified in the compound later; whether the certificates, declarations and markings the specification calls for came with them; and who checked, when. The delivery note number is the key. Without it the check cannot be matched to the supplier’s invoice when the quantity surveyor queries it, and a dispute over a shortfall becomes one person’s word against the driver’s.
Site forms
The five lines of the UK template
Fidrel’s British template has two text lines and three check items. Supplier and delivery note number is text, so it holds both the company and the note reference. Correct item, quantity and quality; Undamaged and correctly labelled; and Certificates and CE/UKCA marking attached are checks, each answered Pass, Fail or N/A. Remarks is free text for what was short, what was refused and what the supplier promised to send on. A Fail on any check counts as a non-conformance in the list of completed forms, so a week of deliveries can be scanned for the ones that went wrong.
Checking a delivery in Fidrel
Step 1
Add the UK templates once
In Site forms open the Templates tab and choose Add standard templates. The UK set includes Delivery inspection, described as a check of a delivery against the order and delivery note. Edit it or add your own items.
Step 2
Fill in the form at the gate
Choose Fill in a form and the Delivery inspection template. Enter the Location / element, who it was Carried out by and the Date, then type the supplier and delivery note number in the first line.
Step 3
Answer the three checks
Each check item is answered Pass, Fail or N/A: correct item, quantity and quality; undamaged and correctly labelled; certificates and CE/UKCA marking attached. On a phone the three buttons sit beneath each item.
Step 4
Write the remarks and submit
Note shortfalls, rejected items or a certificate still to come in Remarks, then choose Submit. Fidrel warns that the record will be locked and cannot be changed afterwards, and every required item must be answered first.
Make the template fit your materials
A template is a list of items of four kinds: a check, text, a number and a date. A groundworks contractor can add a Number item for tonnes delivered and a Date item for the ticket date; an M&E contractor can add a check for the test certificate reference on a pump or a panel. Items can be marked required, and a required item has to be answered before the form can be submitted. Each completed form keeps its own copy of the items, so editing the template later never changes a record that has already been made.
Locked when submitted, numbered and searchable
Completed forms are numbered F-001, F-002 and so on within the project. A form can be saved as a draft while the storekeeper waits for the second lorry, and a draft can still be deleted. Once submitted it is locked for everyone, administrators included; the database refuses any change. The list shows the template, location, inspector, date, status and the number of non-conformances, and can be searched by form, location or inspector and filtered by template.
What the delivery inspection form does not do
A site form has no photo field: the check items are ticks, text, numbers and dates, so a photo of a damaged pallet goes in the site diary entry for that day. The form is not matched to a purchase order or passed to accounts as a goods-received note, and Fidrel keeps no stock or inventory of what has arrived. Fidrel does not read or verify a certificate or a marking; the tick records that a person saw it. There is no export of completed forms to Excel or PDF, and nobody is e-mailed when a form is submitted.
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The supplier and delivery note number, a check of item, quantity and quality against the order, a check for damage and labelling, a check that certificates and markings are attached, remarks and the name and date of the person checking.
Yes. Open Site forms in the phone’s browser, choose the template and answer item by item; the Pass, Fail and N/A buttons sit beneath each check. A connection is needed while you work.
No. A submitted form is locked for everyone. Save it as a draft until the check is complete, and record a later correction on a new form that refers to the first one in its remarks.
The list of completed forms shows the number of non-conformances on each form, which is the number of items answered Fail. Filter the list on the Delivery inspection template to see deliveries only.
No. The check item records that the person at the gate saw the marking and the certificates. Whether a product needs a marking, and which one, is for the specification and the supplier.
Yes. Create a template of your own with check, text, number and date items, or edit the standard one. A template with completed forms is hidden rather than deleted so the records keep their items.