Goods-In Process

This process has been put in place to ensure the that all ordered materials are easily located, accounted for and received in good condition.

Before Delivery & Goods-in Spreadsheet

• • The first task the requester must complete is the Goods-in spreadsheet, this can be found by clicking on this link or on the shared drive in the Projects folder

  • Information supplied within the spreadsheet ensures that in the requester's absence items can be signed for and located easily and admin associated with the goods can be completed

• • When receiving materials via courier It is important to highlight any discrepancies, it is difficult if you are taking delivery of 1000 items for example, to ensure that you do indeed have the correct number

  • On occasions such as these the delivery person will not usually wait whilst you count the items

  • If you sign the delivery note with "unchecked" you have an opportunity to claim if the incorrect quantity has been delivered

• The law allows purchasers a reasonable amount of time to check deliveries and report issues

• It is therefore imperative that deliveries are fully checked as soon as possible.

Incorrect Quantities

• • Any discrepancies, no matter how minor, should be reported immediately to the supplier

  • If you receive less than the amount you ordered, you may only cancel the balance if you inform the supplier immediately that the remaining quantity is of no use to you due to the delay 

  • You may ask the supplier to redeliver, at your convenience 

  • You may reject the part order and cancel the balance informing the supplier that the delivery is in breach of contract as the full quantity is required

Damaged Goods

• • Damaged goods is another issue that may be encountered when receiving goods from external suppliers, when a product is delivered check as much as possible whilst the delivery person waits, if they are in a hurry only sign the delivery note if you can also write "unchecked"

  • If boxes look as though they are damaged you have two options - refuse the delivery or accept the delivery

  • Make the delivery person aware and sign for the goods clearly writing damaged on the delivery paperwork

  • In both situations you should call your supplier immediately and report the problem, back up all telephone calls with a written confirmation

  • If you arranged the delivery directly with the courier yourself, the responsibility will be yours to prove that it was the courier who caused the damage to the products not you. In this instance it is really important that you acknowledge any damage immediately, directly to the delivery person and then to their employer

  • If the supplier arranged the delivery, again make the delivery person aware however the seller is responsible for dealing with the problem and have a contractual responsibility to supply you with goods which are of satisfactory quality

Storing Goods

• • When all the materials have been checked and signed for it is important to store the material in a safe place

  • Boxes/equipment should not be left where they could be tripped over, knocked down or fall on someone

  • They should have a designated place, which ensures they are being stored in the most appropriate way

  • We have located in the warehouse a “goods in” shelf, this allows all employees to locate receipted in delivery quickly

  • Screens, if stored on the floor should be kept off the floor on a pallet