Briefly describe the procedure for inspecting the incoming stock quality and accurately reporting the quality issues to the relevant personnel.

 

1. Match the delivery to a purchase order

First by matching the specifics on the Consignment Notice to the Purchase Order raised by your company, make sure the delivery has reached the right location.

The Purchase Order should also be used to ensure that the description and quantities ordered are matched by each object. The boxes or cartons will usually contain a description of the item and the quantity of its contents.

Ensure that for each new delivery, you report the following:

·       Date and time of delivery of products

·       The name of the partner and driver for the delivery

·       Checking off amounts and product definition against purchase order

·       Notice any disagreements

·       Names of the staff who conducted these inspections

·       For accurate bookkeeping as well as resolving any conflicts that might occur in the future about the goods or supplier, preserving accurate records is important.

·       Check with your boss or buying department before refusing the goods if there is no purchase order or record of the order.

2. Check products are not damaged

It is necessary to perform a quality check before approving the delivery to ensure that the goods are not defective or malfunctioning.

Opening each carton and inspecting every single item is not always feasible, particularly for large shipments. So, you might want to complete a spot check in these cases rather than open each and every carton.

Check for signs of breakage or defects and make sure that all products are as stated in the purchase order.

If any defective goods are found in the shipment, document the extent of the damage on the shipment notice and contact the supplier immediately with specifics of the problem to address the next steps.

3. Log received items into your inventory

Enter the things you have received, including the date and quantities received, into your inventory management system as soon as possible. This will allow the stock to be immediately allocated to new orders.

4. Allocate storage space for goods

To ensure that no items are lost or harmed, it is necessary to pack away a new shipment promptly.

Supplies should be distributed in the company to the right individual, or packed away in the normal space to be accessed as needed.

These objects would need to be assigned a room in the warehouse for storage for products received in as inventory until ready for an order to be selected.

5. Notify your accounts payable department

Give your payable account team a copy of the signed and dated consignment note. To ensure purchases are made only for goods that have already been received, this information can then be compared with the invoice from the supplier.

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