Receiving Procedure
The receiving procedure refers to a standardized set of steps and practices that businesses use when taking delivery of goods or materials. It’s designed to ensure accuracy, efficiency, and security in the receipt, verification, documentation, and storage of goods. While the specific steps might vary based on the nature of the business and the goods being received, a general receiving procedure might look something like the following:
- Advance Notification:
- Know when shipments are expected, usually based on purchase orders or communication with suppliers.
- Receiving Area Preparation:
- Ensure that the receiving area is clean, organized, and ready for the incoming shipment.
- Make necessary equipment available, such as forklifts or hand carts.
- Check-in of Delivery:
- Confirm the identity of the delivery driver and the supplier company.
- Verify the delivery against the shipment notice or manifest.
- Unloading:
- Safely unload the goods using appropriate equipment or personnel.
- Physical Inspection:
- Check the condition of the shipment for any visible damages or tampering.
- Ensure that temperature-sensitive items, if any, are at the correct temperature.
- Verification Against Purchase Order:
- Count and verify the type and quantity of items against the original purchase order.
- Check the products against the packing slip to ensure accuracy.
- Documentation:
- Update receiving logs or digital systems with the date, time, quantity, and type of goods received.
- Note any discrepancies or damages.
- Labeling and Tagging:
- If not already labeled by the supplier, label items with necessary details for inventory tracking.
- Storage:
- Move goods to their appropriate storage location, ensuring proper handling for perishables or sensitive items.
- Discrepancy Handling:
- If any discrepancies, damages, or issues are noted, inform the appropriate internal department or manager.
- Notify the supplier of any issues and arrange for returns or replacements as needed.
- Documentation Filing:
- File away packing slips, receipts, or other related documents in an organized manner for future reference or reconciliation.
- Review and Feedback:
- Periodically review the efficiency and effectiveness of the receiving procedure and make necessary adjustments.
- Provide feedback to suppliers as needed to ensure quality and accuracy in future deliveries.
Establishing a thorough receiving procedure is critical to prevent potential losses, ensure quality control, and maintain accurate inventory and financial records.
Example of the Receiving Procedure
Let’s walk through a hypothetical example of a receiving procedure at a bookstore.
Stellar Books: Receiving Procedure for New Book Shipments
- Advance Notification:
- The store manager receives an email notification from the publisher about the shipment of the new “Fantasy Tales” book series expected next Tuesday.
- Receiving Area Preparation:
- A designated area near the back entrance is cleared for the expected shipment.
- Hand carts are made available for moving boxes of books.
- Check-in of Delivery:
- The delivery truck from “Great Reads Publishers” arrives. The driver provides a shipment manifest detailing the contents.
- Unloading:
- Store employees assist in unloading boxes of books from the truck.
- Physical Inspection:
- Boxes are checked for any external damages or signs of moisture.
- Verification Against Purchase Order:
- The store manager verifies the titles and quantities of books against the bookstore’s purchase order.
- Each box is opened, and a random sampling of books is checked against the packing slip.
- Documentation:
- The manager updates the store’s inventory system, adding the new “Fantasy Tales” series to the stock count.
- Any discrepancies, like a damaged book, are noted.
- Labeling and Tagging:
- Price tags and security strips are added to each book.
- Storage:
- Books are moved to the store’s new arrivals section and displayed prominently for customers.
- Discrepancy Handling:
- The manager finds two books with printing errors. They are set aside, and the publisher is immediately informed. The publisher promises to send replacements in the next shipment.
- Documentation Filing:
- The packing slip from “Great Reads Publishers” is filed in the store’s records binder under the month of receipt.
- Review and Feedback:
- At month-end, the manager reviews the receiving procedures to find areas of improvement. Feedback is sent to the publisher about the quality check to prevent future printing errors.
In this example, Stellar Books has a systematic approach to ensure that new book shipments are received, inspected, documented, and stored efficiently, ensuring customers get quality products and any issues are addressed promptly.
