Receiving Items

  • When items arrive, we need to make sure that everything is in good condition. Also we need to check that we received what it was ordered. If items received physically damaged, wrong items were sent or something is missing we need to contact the supplier before proceeding.
    • In case that something is missing or wrong items were received, checking what we ordered (by reviewing our purchase order) and checking supplier's order confirmation always helps to spot mistakes. Working together with supplier will assure that situation will be rectified quickly. e.g. Supplier will send the correct items and we will return the wrong ones.

  • Most of the times good are delivered along with a delivery note or sometimes a proforma invoice or a packaging list. All paperwork that proves the delivery of the items should be scanned and saved using a filename that clearly shows this. As a convention we are using the purchase order number followed by the abbreviation GRN (Goods Receipt Note). e.g. Items that were ordered on purchase order INF0001 arrived with a delivery note. This should be scanned and saved as inf0001-grn.pdf. File should be attached to the relevant ticket. Since October 2019 when the digital copy of the delivery note is attached to the ticket, the physical copy can be shredded and recycled.

  • Now it is time for the financial administrator to receipt the purchase order. It is procurement's responsibility to let them know that an order has arrived and they can go ahead with receipting the relevant purchase order.
    • In the case that an order has been partially received because e.g. an item is out of stock, the purchase order has to be amended before receipting. In any case it is a good practice to work along with the financial administrator/ portfolio manager for something like this to avoid mistakes.

  • Once goods are received and financial administrator is aware so they can receipt the purchase order mandatory next step is AddingItemstoInventory

-- NikolaosDandoulakis - 28 Nov 2019

Topic revision: r4 - 10 Feb 2020 - 12:33:21 - NikolaosDandoulakis
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