Blog written by Jon Brucato
Across convenience stores, groceries, restaurants, and other hospitality businesses, back-door receiving is one of the most vulnerable points in the merchandise lifecycle. Missed steps here lead to shrink, pricing discrepancies, margin leakage, inventory inaccuracies, and vendor disputes down the line.
The strongest operators follow these best practices for checking in vendor deliveries at the back door.
1. Require All Vendors to Check In at a Single, Controlled Receiving Area
Never allow vendors to enter through customer-facing doors or roam the store.
Why it matters:
A single controlled entry point creates an auditable process and eliminates the potential shrink causes.
2. Verify Vendor Delivery Time and Vendor Identity Before Unloading
Always confirm:
- Vendor name
- Driver identification
- Scheduled delivery window
- Purchase order or expected shipment
Why it matters:
This prevents “drop-and-run” deliveries, fraud, and off-load mistakes.
3. Match Every Delivery Against the PO or Expected Cost File
Check for:
- Quantities
- Item descriptions
- Sizes and case counts
Also review for: - Damage
- Expiration dates
Why it matters:
Retailers lose margin every day because vendors deliver what is “on the truck,” not what was ordered. Catch issues before products enter inventory.
4. Reject Any Product That Doesn’t Match the Order or Standards
Reject if:
- Unauthorized items
- Wrong items
- Incorrect quantities
- Damaged cases
- Close-dated or expired inventory
- Unapproved substitutions
Why it matters:
Retailers often unknowingly absorb vendor shortages or incorrect deliveries. Strong operators push back.
5. Ensure Store Employees – Not Vendors – Count the Product
Vendors may assist but should never perform the count.
Why it matters:
When vendors count, the retailer absorbs errors they didn’t create. This is a core loss-prevention rule across top operators.
6. Separate Vendor Stocking from Verification
The person checking in the delivery should not be the same person stocking shelves.
Why it matters:
Segregating duties eliminates miscounts, intentional shortages, and skipped steps.
7. Keep Vendors Out of Sales Floor Area
Vendors should:
- Drop product
- Assist in verification
- Leave the store
They should not:
- Walk the sales floor
- Set pricing
- Stock shelves unsupervised
- Access the back office
- Bring in unapproved product
Why it matters:
Uncontrolled vendor access leads to margin leakage and operational inconsistency.
8. Document Every Shortage, Overage, or Discrepancy in Real Time
8. Document Every Shortage, Overage, or Discrepancy in Real Time
Maintain a digital record of:
- Quantity discrepancies
- Pricing discrepancies
- Damaged goods
- Missing items
- Overages
- Unauthorized items
Why it matters:
Issues should be recorded before the vendor leaves to prevent disputes and protect margins.
Strategic Outcomes of Strong Back-Door Processes with Vendor Deliveries
- Clean, Accurate Inventory: Accurate receiving leads to accurate inventory, accurate reorder needs, and reduced shrink
- Strong Vendor Relationships: Clear, consistent check-in processes reduce disputes and set expectations
- Higher Margin Protection: Catch incorrect pricing, unapproved substitutions, short shipments, and vendor errors before they hit accounts payable
- Faster Store Operations: Digital invoice data capture and structured receiving mean less time on paperwork and more time serving customers
Use These Best Practices to Optimize Your Vendor Deliveries
Back-door receiving is not just a routine task — it’s a critical control point for profitability and operational integrity. By implementing these best practices, retailers protect margins, strengthen vendor relationships, and ensure accurate inventory. The result is a more efficient store and a healthier bottom line.
