Arcade Machine Delivery Inspection: A Receiving Checklist for Venue Operators
Check each unit before operating handover.
Connect the delivered machine to its order, condition record and agreed tests. A delivery receipt alone does not confirm commissioning or final acceptance.
- Record packages, identifying marks and visible damage.
- Check the ordered configuration and applicable functions.
- Assign open issues and record the operating-release status.
An arcade machine delivery inspection matches the arriving shipment to the order and keeps its condition, configuration and test results connected to the individual machine. Record the delivered packages first, check the unpacked equipment next, and complete the agreed setup and functional tests before releasing it for customer use.
The receiving team, carrier and installer have different jobs at those stages. Arrange their responsibilities in advance so a delivery receipt is not mistaken for completed commissioning or final acceptance.
1. Prepare the receiving team and documents
Name the person responsible for receiving the shipment and give them the confirmed order, packing list, machine references, selected model's instructions and supplier contact. Keep any approved configuration or artwork references with the same documents.
Confirm the unloading arrangement and the route to the intended position using the packed dimensions and unpacking plan. Arrange trained handlers and suitable equipment. The cabinet dimensions alone do not establish whether its crate can pass through the delivery route.
Keep the shipment's damage-reporting procedure, contact and deadline available. Agree separately on the installation scope, functional tests, acceptance criteria and any payment milestone. The YX procurement terms guide explains why these responsibilities belong in the order documents.
2. Record the shipment at delivery
Match package counts and shipping marks to the packing list. Photograph the identifying marks and visible condition, including crushed corners, punctures, moisture staining or indicators fitted to the shipment. Follow the agreed handling plan if a package appears unstable or unsafe to move.
Record missing packages or visible damage using the carrier's delivery-record procedure, and notify the relevant contact within the agreed reporting period. Keep the original photographs and delivery record together. These observations document what arrived; they do not by themselves determine who is responsible for damage.
Complete the carrier handover according to the shipment arrangement. Full installation and play testing may take place later, once the equipment is safely unpacked and ready for commissioning.
3. Unpack and check the ordered configuration
Have the handling team unpack the machines according to the supplier's instructions. Retain package identification and photograph the equipment as it is revealed, particularly where cabinet damage corresponds to a damaged package. Keep packaging needed for an agreed inspection or return.
Record the model and any serial number or unit identifier provided. For several similar machines, give each receiving record its own reference and connect it to the correct package and photographs. YX's pre-shipment inspection guidance describes this unit-to-package link; use the available shipment references to carry it through arrival.
Check cabinet surfaces, displays, accessible doors and locks for visible damage or missing parts. Count keys, cables, accessories, manuals and spare parts against the packing list. Record shared accessory packs so their contents remain traceable to the relevant machines.
Compare the delivered model and configuration with the order, including the specified payment option and any customised finish or graphics. Ask the supplier to resolve unexplained differences before accepting a substitution. Keep incomplete or visibly damaged equipment out of customer use while the appropriate person reviews it.
4. Complete the agreed installation before power-on
Have the supplier or qualified installer confirm the equipment label, electrical requirements and site's suitability for the delivered unit. Resolve any mismatch before energising it. Internal wiring, power-supply and component inspections belong with qualified personnel following the model's instructions.
Where installation is included, record the team, work performed, settings applied and commissioning date against the agreed scope. On-site installation, remote support and operator training should follow what was confirmed for the order. The supplier's technical record forms part of acceptance evidence; the agreed acceptance criteria still apply.
Venue staff should carry out only the positioning, connection and configuration tasks permitted by the supplied instructions and their training. Refer faults requiring electrical work or changes to protective components to qualified personnel.
5. Test functions for the delivered configuration
Once the machine is safely installed, follow the supplier-approved procedure and complete the applicable play sequence. Have the intended operator present and record the test conditions, observed result and any useful photo, video or error message.
| Check | What to record |
|---|---|
| Startup and display | Whether startup completes and any warning or displayed error |
| Payment or credit input | Each ordered payment method tested, the approved test input and credit response |
| Controls and play | The controls or stations tested and the stages completed |
| Prize or ticket output, where fitted | The approved test item or condition and observed output |
| Sound and lighting | The functions included in the order and their observed operation |
| Multiplayer, software or network features, where ordered | The agreed configuration used and result of the applicable test |
| Return to the ready state | How the machine ends the test and becomes ready for the next user |
Mark each applicable check as passed, an issue found, or not yet checked. Mark features outside the purchased configuration as not applicable, with a short reason where needed. An untested required function remains open; it is not a pass.
For payment tests, identify the installed system and configuration rather than assuming one working channel proves the others. The YX payment compatibility checklist sets out the information buyers should connect to their destination and payment arrangement.
Use the approved prize or capsule sample for equipment that requires one. If a step fails, record what was observed and have the supplier or appropriate technician direct the next check. Avoid repeated, undocumented settings changes while investigating the problem.
A single-machine receiving record
Copy the fields below into the receiving team's record for each unit. Keep the same unit reference on its photographs, test results and follow-up messages.
| Field | Entry to complete |
|---|---|
| Unit and shipment | Machine identifier, model, package mark and order reference |
| Documents used | Packing list and approved configuration or artwork revision |
| Condition at receipt | Observations, delivery-record reference and photographs |
| Installation and tests | Procedure or instruction reference, applicable checks and observed results |
| Result for each check | Passed, issue found, not yet checked, or not applicable with a reason |
| Open item | Description, evidence reference, responsible person and agreed next action |
| Recheck | Work completed, affected function retested, date and observed result |
| Operating release | Current status and the person authorised to release the unit |
Example only: unit EXAMPLE-01 has not completed its ordered payment test. Record that check as not yet checked, identify who will arrange it and keep the operating release pending. A missing result should remain visible when the record changes hands.
6. Complete the handover and assign open issues
Have the operating staff receive the training included in the order, covering the machine's permitted daily tasks and the actions that need technical support. Keep the manuals, commissioning record and applicable warranty and maintenance terms with the receiving record. Include the agreed warranty start date, coverage, exclusions, parts arrangements, freight responsibilities and support contact.
For a support request, YX's service and support page asks for the machine model, order information, a clear issue description and relevant photos or video. Keep the reply connected to the same unit and finding.
Give each machine a recorded operating status: ready for customer use, awaiting an agreed setup step, or held for review. Name the person responsible for each open item and record the agreed next action. Document acceptance or reservations against the order's criteria; deal with rejection, payment or damage claims through the applicable contract and shipment procedures.
After corrective work, have the appropriate operator or technician recheck the affected function and record the result. The person authorising release should be able to identify the machine, the work completed and any issue still open.