Purpose
Receive inbound goods accurately and safely, so inventory records match what is physically on the shelf and supplier shortages or damage are recorded while they can still be claimed.
Scope
Covers inbound deliveries by truck, van and courier at the receiving dock, from arrival of the vehicle until the goods are put away and the receipt is posted. Returns from customers and inter-site transfers follow their own procedures.
Roles and responsibilities
| Role | Responsibility |
|---|---|
| Receiving clerk | Checks documents, counts and inspects goods, records discrepancies and posts the receipt. |
| Forklift operator | Unloads and moves pallets safely, and puts them away to the assigned location. |
| Warehouse supervisor | Authorises acceptance of discrepancies, damaged goods and unscheduled deliveries. |
| Purchasing | Resolves discrepancies with the supplier and corrects purchase orders. |
Prerequisites
- Open purchase orders and delivery schedule for the day
- Dock free of obstacles, with a clear area for staging
- Trained and authorised forklift operator, and equipment checked for the shift
- Scales, scanner, labels, pallet wrap and damage report forms to hand
- Quarantine area marked for goods that cannot yet be accepted
Procedure
- Book in the vehicle. Record the arrival time, carrier, driver name, vehicle registration and the dock door assigned. Direct the driver to the door and confirm engine off and wheels chocked before unloading.
- Check the paperwork. Match the delivery note to an open purchase order by number, supplier and item codes. If there is no matching order, stop and ask the supervisor whether to accept.
- Inspect the load before unloading. Look for damage to packaging, wet or crushed cartons, broken seals, tilted pallets and signs of tampering. Photograph any damage before it is touched.
- Unload safely. Unload one pallet at a time into the staging area. Keep people clear of the forklift path and do not stack pallets beyond the height limit.
- Count against the delivery note. Count cartons and pallets on arrival, then open a sample of cartons per line and count units. Check batch numbers and expiry dates where the product has them.
- Check quality. Check labels, lot codes and product condition against the specification. For temperature-controlled goods, take a reading with a probe and record it.
- Record discrepancies before the driver leaves. Write shortages, overages, wrong items and damage on the delivery note, with quantities, and ask the driver to sign. Never sign for goods as complete if they are not.
- Quarantine goods that fail. Move damaged, mismatched or out-of-temperature goods to the quarantine area with a hold tag and tell the supervisor and purchasing.
- Label and put away. Label accepted pallets with the system location label, put them away to the assigned location, and scan the location to confirm.
- Post the receipt. Post the receipt in the system the same day against the purchase order, with the actual quantities received. Attach the delivery note and photos.
- Close out the dock. Remove packaging and waste, return equipment, and file the signed delivery note with the receipt.
Revision history
| Version | Date | Author | Change |
|---|---|---|---|
| 1.0 | [Date] | [Name] | First version |