Page 17 - 8025 - Controlling and locating stock Learner Guide.docx

ADVANCED

RISK MA
Stock received

General procedure
The receiving department unloads and receives materials dispatched by the supplier. Once the goods
have been offloaded and placed on pallets (if it is a big order) you have to verify and check the
quantity and physical condition of goods.

Verification of the goods delivered against the documents always takes place where at least two staff
members of your organisation as well as the driver or representative of the supplier are present

 You will compare the delivery note against the purchase order

 Then you compare the actual goods that have been unloaded against the purchase order
 Lastly, you compare the purchase order and the invoice with each other, to confirm prices,
etc.

 Once you are satisfied that everything has been unloaded and that all discrepancies have been
noted and reported, sign and date the delivery.

If your organisation uses a receiving checklist, do the following:
 Using the standard receiving checklist, inspect the delivery for quality, quantity, and delivery
timing.

 Initial each inspection point on the receiving checklist to indicate that it has been completed
and note any issues on the checklist.
The copies of the delivery note will be distributed as follows:

 One copy for the supplier
 One copy for your records

 Once copy that goes to purchasing to check the delivery against the order and to arrange for
payment to be made

If your organisation does not work with a delivery note, you will use the invoice from the supplier
to compare against the purchase order and the goods.

If you encounter a discrepancy, do the following:
 agree with the driver of the truck that there is a discrepancy – he may want to check inside his
truck for the missing goods

 inform your supervisor

 Note the discrepancy on the delivery note

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