A receiving procedure is needed to properly inspect all incoming goods, mark them with tags, and record them as having been received.
Inspect Incoming Goods (Receiving Staff)
- Upon receipt of a delivery, match the received items to the description stated on the accompanying bill of lading, as well as the description on the related purchase order. Major discrepancies can lead to rejection of the delivered goods.
- If there is no authorizing purchase order and the purchasing manager does not issue a waiver, reject the delivered goods.
- Use a preprinted receiving checklist to inspect each delivery. Items likely requiring review are the quantity received, comparison to a quality threshold, and the date and time of receipt. Note any variances on the checklist. Initial the checklist when the review is complete.
- Sign a photocopy of the bill of lading to indicate that the delivery has been inspected and is accepted.
Identify and Tag All Received Inventory (Receiving Staff)
- Identify each item in a delivery and ensure that it is properly labeled with a bar coded tag that includes the item number, quantity, and unit of measure. If there is some uncertainty regarding which item number to use, consult with the senior warehouse staff or purchasing department.
Log in Received Items (Receiving Staff)
- Update the receiving log with the date and time of receipt of each delivery, as well as the name of the shipper, supplier, purchase order number, and description of goods received.
- Send a copy of the signed bill of lading to the billing clerk in the accounting department.
- File the master copy of the billing of lading by date in the warehouse filing area.
Note: If a delivery arrives when a physical inventory count is being conducted, segregate the goods in a clearly marked storage area, and do not record these items in the inventory database until after the physical counting process is complete.