Free Manufacturing Components Delivery Note Template & Generator
Components are received twice: once at the dock against the count, and once at incoming inspection against the drawing. This note carries both. Each line holds the part number and revision, the lot or heat it came from, the certificate reference the supplier shipped with it, and four quantities that have to reconcile against the release: delivered, accepted to stock, held pending review, and rejected with a nonconformance number attached.
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| Description | Qty |
|---|---|
| Machined components, Rev C | 500 |
| Assembly kits, Lot L842 | 120 |
| Inspection samples | 5 |
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Use-case checklist
What to include in a manufacturing components delivery note
Receiving on count alone is how a wrong revision reaches a build. A sintered bushing whose certificate cites revision B against a release written for revision C looks identical in the tote and is only caught on paper, and if it goes to stock, it goes into assemblies that ship to your own customer under a part number that says something else. What lot and heat numbers buy you at that point is scope: with them, containment is a list of serial numbers built from one lot on two shifts; without them, it is every unit you built between two vague dates, most of which are fine. The cost difference between those two recalls is usually larger than the value of the entire delivery.
- supplier, manufacturer, PO, and release
- part number, revision, unit, and description
- lot, heat, serial, and certificate references
- delivered, accepted, held, and rejected quantities
- packaging, carrier, date, inspector, and receiver
Example starting lines
| Description | Qty |
|---|---|
| Machined components, Rev C | 500 |
| Assembly kits, Lot L842 | 120 |
| Inspection samples | 5 |
Complete it cleanly
Use PO and release, part number and revision, lot or heat, delivered quantity, certificate or inspection references, packaging, shortages, nonconformance number, carrier, receiving status, and signature.
How to make a manufacturing components delivery note in 6 steps
Open the delivery note generator
Start from this page so the delivery note opens with fields and sample lines already set up for manufacturers, suppliers, and production receiving teams. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the customer name and address exactly as they should appear on the record.
Add the manufacturing components lines
Replace each sample line with the real work or goods. Make sure the document shows supplier, manufacturer, PO, and release, part number, revision, unit, and description, lot, heat, serial, and certificate references.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the delivery note a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Use PO and release, part number and revision, lot or heat, delivered quantity, certificate or inspection references, packaging, shortages, nonconformance number, carrier, receiving status, and signature. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
Release 3 on PO 41180: 12 housings out of tolerance, a full lot held on a cert mismatch
Kestrel Precision Components delivers release 3 to Halvard Industrial Drives on July 21, 2026 against PO 41180. Receiving counts the totes at the dock the same morning, and incoming inspection samples each lot against the drawing before anything is moved to stock.
- Line 1, part HD-2214 rev D machined housing, 500 delivered at $14.60, lot L-6612, heat H-88412, certificate of conformance attached
- $7,300.00
- Line 1 accepted to stock after inspection, 488 pieces
- $7,124.80
- Line 1 rejected on bore diameter above the drawing limit, 12 pieces, NCR-2026-088 raised
- $175.20
- Line 2, part HD-3307 rev B hardened shaft, 200 ordered at $38.25, 150 delivered, lot L-6630
- $5,737.50
- Line 2 balance backordered, 50 pieces, supplier commit date August 4
- $1,912.50
- Line 3, part HD-1102 rev C sintered bushing, 2,000 delivered at $1.18, lot L-6641
- $2,360.00
- Line 3 held in quarantine, certificate cites rev B against rev C on the release, hold H-441
- $2,360.00
- Total released to production stock on this receipt
- $12,862.30
- Not released, rejected plus held plus backordered, against a release value of $17,310.00
- $4,447.70
- Returnable steel totes logged separately from material, 6 at $45.00 deposit
- $270.00
Dock count and inspection result are different events and should carry different dates on the note. Collapsing them into one accepted figure hides the days a lot spent in quarantine, which is exactly the interval a supplier will dispute when a late build gets charged back to them.
When this document is the right choice
Use this delivery note to record which goods were delivered and accepted. A delivery note tracks items and quantities, normally without prices. The invoice handles payment; the signed delivery note supports quantity and condition checks.
Frequently asked questions
Where does the part revision go, and what if the certificate names a different one?
Put the revision next to the part number on the line, not in a description at the end, and hold the lot when the certificate disagrees with the release. In the example the bushings are physically fine but the certificate cites rev B against rev C, so all 2,000 sit under hold H-441 until the supplier issues a corrected document. Whether a revision difference is real or clerical is an engineering call, not a receiving one.
Twelve of 500 housings failed incoming inspection. How does the note record that?
Split the line into delivered, accepted, and rejected quantities rather than editing the delivered count down, and put the nonconformance number on the rejected portion. That keeps the arithmetic honest against the release: 500 delivered, 488 to stock at $7,124.80, 12 rejected at $175.20 under NCR-2026-088. It also makes the supplier's own record match yours, which matters when the rejected dozen are being sorted, reworked, or returned weeks later.
What is the difference between rejected and held on a receiving note?
Rejected means the parts failed against the drawing and will not be used as delivered. Held means the parts may be fine but something outside the parts is unresolved, usually paperwork, a revision question, or an engineering review. Keeping them as separate lines matters because held material often releases to stock unchanged a few days later, while rejected material is heading to a return, a sort, or a rework, and blending them loses that distinction.
Do lot and heat numbers need to be on the delivery note if the certificate already has them?
Yes, because the note is the document that ties a lot to a date, a quantity, and a receiving decision, and the certificate only describes the material. When containment starts, the question is which lots entered stock and when, and answering it from a stack of certificates means matching paperwork to receipts after the fact. One line carrying part, revision, lot, heat, and accepted quantity turns a recall scope into a lookup.
The supplier sent 510 pieces against a 500 piece line. Do we receive the extra ten?
Count what actually arrived and show the overage as its own quantity on the line rather than folding it into the ordered figure, then leave the decision to whoever owns the order. Machined and molded lots run long for ordinary process reasons, and some purchase terms accept a small overrun while others send it straight back, so the receiving desk's job is to make the extra visible on the day rather than to price it or hide it. Overages quietly put away are what make a cycle count three months later disagree with the release, and the person chasing that difference is looking for a receipt nobody ever wrote.
More delivery note templates
Start with the closest business workflow and adjust the details.