RECEIPTS FROM SUPPLIERS
When goods are being received from suppliers, there are various activities and decisions which take place and these are:-
(i).Unloading
In most cases majority of goods will arrive at their final destination by road through they may well have been carried for the major part of the journey by some other method of transport such as rail or air. It is therefore, important for goods to be offloaded as soon as possible from the vehicle but therefore unloading certain issues need to addressed;
(a)Are we the consignees?
This is because materials can be brought to the wrong organization especially if addressing or documentation is unclear or where the driver is not familiar with area.
(b) Are the goods for this delivery point?
This is because in large organization there is usually more than one location where deliveries may take place. Delivering to the wrong location may give rise to substantial delay or additional handling.
(c) Are materials hazardous in any way?
It is important that unloading should take place until the necessary safety and other equipment is in place.
(d) Can we avoid double handling?
This can be done by sending goods direct to the point of use.
(e) Are materials to be given any priority?
If materials bear priority marking or the receiving staffs are aware that goods are urgently required then the news of their arrival should be promptly communicated perhaps before unloading takes place.
(f) What unloading method is appropriate?
It is important that a decision has to be made to determine the way in which the delivery is to be unloaded particularly if the materials are difficult in any way. This is because many organizations have a variety of handling equipment available in the receiving area, but it is seldom available instantly.
It may therefore be tempting to use some manual methods and though not inappropriate the possibility of accidents to personnel or damaged materials is much likely than if appropriate mechanical aids are employed.
(ii). Time of Deliveries
Where warehouses are not open 24 hours a day and seven days a week, it is appropriate to ensure that suppliers are informed of the days and times during which facilities will be available to accept deliveries.
(iii) Copy of Local Purchase Order
It is important to inform the storekeeper when orders are placed, what he is expected to receive and when it is likely to arrive. This is by sending a copy of the order from.
(iii) Suppliers Advice Note
It is also important for the supplier to inform his customers when goods are ready for delivery.
The document gives a description of the goods and quantity involved the method of transport and the date of dispatch. The intention is that the document should be in the hands of the receiving storekeeper before the goods are received.
(v) Carriers consignment note
In cases where independent transport organizations are employed to carry goods to the customer, the carrier may send a carrier’s consignment note by post in advance. This is to avoid undue delay which is very expensive.
(vi) Suppliers packing notes
Where materials are supplied, crated or otherwise packaged, it is usual for the supplier to send a packing note which is either included in or secularly fixed to the package.
