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I. OBJECTIVE
1. To provide guidelines on the proper receiving of stocks from suppliers
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
Purchasing Department shall inform the Warehouse Officer regarding the confirmed or definite schedule of delivery of the suppliers as well as the list of items to be delivered at least one (1) day, between 8am-4pm, before the delivery date.
“No Purchase Order (PO), No Receiving” policy must be observed. If the delivered item does not have PO, call the Purchaser or CEO for confirmation whether to receive the item or not.
Warehouse Officer must maintain a “Product Receiving Guidelines” that is available at all times. The guideline must indicate the proper way of checking each specific product from each specific supplier. It may also include the proper temperature, weight, quantity per box, etc.
For new products/equipment to be received for the first time, the Purchaser must be present when the Warehouse Officer receives the item. Purchaser must provide the specifications to the Warehouse Officer.
Any discrepancies in the intended items to be received whether in quantity, size, kinds, color, etc. should be communicated at once to the Purchaser. These items will not be received unless given a “go” signal by the Purchaser or the CEO. Warehouse Officer cannot reject items without calling the Purchaser or the CEO first.
When receiving items that have corresponding returnable cylinders/barrels such as LPG tanks and mineral water gallons, the quantity of the returned cylinders or barrel must be equal to the quantity delivered; no more, no less. Should there be more items to be received than the cylinders/barrels to be returned, a special permission in written form should be acquired first from the Purchaser.
Security Guard must double check all the items received from suppliers and ensure that no company-owned items will be taken by the supplier’s delivery staffs unauthorized.
All SI/DR that are received from 8am to 2pm must be forwarded to the Accounting Department until 4pm of the same day. Those that shall be received past 2pm must be forwarded to the Accounting Department on the next working day.
Product Receiving Guidelines:
1. LPG
When receiving LPG tanks, all tanks to be returned must be weighed to check if they are all empty. Rubber seals, security cap and other important parts of the tank must be ensured and completed. Security Guard and Warehouse Staff must countersign the receiving forms. If there is no countersign in the form, the Security Guard and Warehouse Staff will be held accountable for the transaction.
2. Mineral Water and Cooking Oil (gallon)
The quantity of gallons to be returned must be equal to the quantity delivered. For the cooking oil gallons, newly-received and empty gallons must be weighed. The Security Guard and Warehouse Staff must countersign the receiving forms. If the forms are not countersigned, the Security Guard and Warehouse Staff will be held accountable for the transaction.
3. Rice, Flour and other Granules or Powdered products
All sacks should be weighed properly. The actual weight must be equal to the weight indicated in the product specification. If there are discrepancies, it must be reflected in the receiving document (DR or SI) and have the supplier’s delivery staff sign and acknowledge it. This should be communicated to the Purchaser for payment adjustment as majority of such items are cost by weight.
4. Boxed Items
All boxed items should be opened and counted properly. Warehouse Staff should never receive items by box no matter how many the quantity is. For special cases where there are a number of boxes to be received but there are constraints in counting the products one by one, the item must then be received through weighing. Warehouse Staff must get the exact weight of the box and the total weight of the product per piece inside the box. Doing this procedure must be upon the approval of the CEO.
5. Proprietary Products (such as Toyomansi and Gulaman Syrup)
Warehouse Staff must get a sample of each per batch based on the submitted COA or Certificate of Analysis. He will then forward it to Commissary for QA Testing. Once approved by Commissary, Warehouse Staff shall receive it in the system.
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
(Not Applicable)
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