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Stores Receiving and Dispatch Sop

This document describes the sop for receiving goods into the stores and for stores dispatch

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sgopfa02
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17 views

Stores Receiving and Dispatch Sop

This document describes the sop for receiving goods into the stores and for stores dispatch

Uploaded by

sgopfa02
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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STORES AND PURCHASING PROCEDURES DATE: 28/06/11

SUBJECT: RECEIVING, DISPATCH AND


INSPECTION
PAGE 1

III. RECEIVING, DISPATCH AND INSPECTION

On receipt of a purchase order the supplier will (send) dispatch goods / items to
stores.

(1) On arrival of the carrier/transporter (swift, clan or own transport) at the receiving
bay, consignment notes should be collected from the driver. All parcels marked
fragile or already opened should be opened and checked before the transporter
leaves the area.

(2) A security guard should be present as a witness to all receipts of all items at all
times.

(3) The receiving clerk then checks and matches information on the consignment note
against parcels being (received) unloaded. If satisfied the consignment notes are
then signed.

(4) Parcels are then opened and delivery notes or invoices pulled out. The purchase
order is also pulled out from the outstanding order file. Information on the delivery
note or invoice and purchase order to be checked against the items received for
quantity, type, quality and cost.

(5) In the event of any discrepancy or breakage being found, the receiving clerk shall
immediately notify the supplier and return the goods (items). The supplier to be
notified first by telephone and then confirmed by letter or fax. The cost of returning
the goods to be borne by the supplier. The goods returned to supplier Form must
be filled by the receiving clerk and counter signed by the Storeman.

(6) When both the receiving clerk and security guard are satisfied, the clerk will sign
the delivery note or invoice and the security guard will also stamp and sign.

(7) The receiving clerk shall request the end users to inspect all stock items he is
unable to identify before the goods received voucher is made. On direct purchase
all items must be checked and inspected by the initiator (originator) of the order
before signing the goods received voucher.

(8) All goods (items) received into the stores, both stock purchases and direct
purchases to be checked and inspected, so as to ensure that the items are correct
to specification.
STORES AND PURCHASING PROCEDURES DATE: 28/06/11
SUBJECT: RECEIVING, DISPATCH AND
INSPECTION
PAGE 2

(9) For stock items, a pre-numbered stock goods received voucher is then completed
with two (2) copies.

a) The top (original) copy to be forwarded to accounts with a copy of purchase


order, delivery note and invoice.
b) The fast copy remains in the book at stores.
c) No goods received voucher (G.R.V.) should be made or written for goods
(items) not received at the stores or by stores personnel and witnessed by the
security guard.
d) After completing the stock goods received voucher, the receiving clerk also
completes a stock goods received sheet and records all goods received. The
stock goods received voucher must be signed by the (recipient) receiving clerk
plus witness (security).

(10) The goods received voucher, purchase order, delivery note and invoice is passed.

a) To the issuing clerk to check on physical stock received, description, quality


and signs the G.R.V before storage of the goods.
b) To the kardex clerk so as to update the stores records on quantity received and
cost of items.
c) To the accounts department f(Accounts clerk) for payment.

(11) The stock goods received voucher to have the following details:

i. Name of supplier
ii. Description of goods / items
iii. Quantity received
iv. Order number
v. Date received
vi. Invoice number
vii. Cost per invoice
viii. Name of receiver, date and signature
ix. Name of witness, date and signature
x. Cost code

12) On all direct purchases, a pre - numbered direct goods received voucher to be
completed with three (3) copies.

a) The top (original) copy to be forwarded to accounts with copy of the purchase
order, delivery note and invoice.
b) The second copy to the originator
c) The third fast copy – remains in the book at the stores.

STORES AND PURCHASING PROCEDURES DATE: 28/06/11


SUBJECT: RECEIVING, DISPATCH AND
INSPECTION
PAGE 3

13) The direct goods received voucher to have the following information:

i. Name of supplier
ii. Description of goods / items
iii. Quantity received
iv. Order number
v. Date received
vi. Invoice number
vii. Cost per invoice
viii. Name of receiver, date and signature
ix. Name of witness, date and signature
x. Cost code

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