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Suggestion for Receiving flow process

The document outlines the warehouse receiving and releasing flow processes, detailing steps from materials receipt and verification to document transmittal to accounting. It includes procedures for handling discrepancies, encoding materials, and preparing material issuance slips for project needs. The processes ensure accurate inventory management and accountability through various checks and approvals by designated personnel.

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Allnorth HR
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9 views3 pages

Suggestion for Receiving flow process

The document outlines the warehouse receiving and releasing flow processes, detailing steps from materials receipt and verification to document transmittal to accounting. It includes procedures for handling discrepancies, encoding materials, and preparing material issuance slips for project needs. The processes ensure accurate inventory management and accountability through various checks and approvals by designated personnel.

Uploaded by

Allnorth HR
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Warehouse Receiving flow process

1. Materials Receipt and Verification:

 Upon arrival of materials, the warehouseman will immediately inspect the goods.
 The following documents are checked:
o Purchase Order (PO) – to verify the order details such as item descriptions, quantities.
o Delivery Receipt (DR) – to confirm the actual items and quantities delivered.
 The warehouseman cross-references the physical items with these documents to ensure accuracy and
completeness.
 If there are no discrepancies between the physical items, PO, and DR, the process moves forward. If
discrepancies are found, the warehouseman halts the process and raises an issue for further investigation
before proceeding.

2. Document Handling (Photocopying and Stamping):

 No Discrepancy:
o A photocopy of the delivery receipt and other related documents is made.
o The original documents are stamped with "Received by Warehouse" to indicate that the materials have
been physically received and processed.
o The photocopy of the documents is stamped "Received by Purchasing" for their records.
 The original documents are forwarded to the Purchasing Department to perform additional checks and ensure
that the materials match the purchase order.

3. Forwarding to Purchasing and Encoding:

 The Purchasing Department conducts a secondary verification of the materials against the PO and DR. They
ensure that the correct items, quantities, and costs match the purchase order details.
 Warehouse custodian will update BOQ (Date Received)
 After verification, the Purchasing team encodes the received materials into the system. This includes updating
inventory levels and tracking costs.

4. Labeling and Storage of Materials:

 While the documents are being processed by the Purchasing team, the Warehouse Custodian labels the
materials with the necessary identifiers (project name, name of product etc.).
 The materials are then moved to their designated storage areas in the warehouse for safekeeping, ensuring
proper organization and accessibility for future use.

5. End-of-Day System Updates:

 By the end of each day, all received materials should be encoded into the system to ensure that inventory levels
and records are up to date.
 This step includes preparing all necessary documentation for transmittal to the Accounting Department.

6. Document Transmittal to Accounting:

 The prepared documents (PO, DR, receipts) are compiled for transmittal.
 The Accounting Department at the 149 offices should receive these documents by 8:00 AM the following day.
The documents are typically delivered via a designated rider (Athan) to ensure prompt receipt and processing.
 Accounting uses these documents to reconcile transactions, manage payments, and keep accurate financial
records.
Warehouse Releasing Flow Process

1. Material Issuance Slip (MIS) Creation

Departments Involved: Installation and Production.

Action: A Material Issuance Slip (MIS) is created, listing all materials needed for ongoing or upcoming projects. (Paints,
Consumables, Sealant, Stretch film, Blue Sack, Machine parts, etc.)

Approval Process: The MIS must be signed off by authorized personnel, such as:

Edian (Production Team Leader)

Roy (Installation Team Leader)

Ronnel (Asst. Team Leader)

Emily (Operations Manager)

The signature ensures accountability and proper authorization before the materials are issued.

2. Preparation of Requested Materials

Department Involved: Custodian

Action: Once the MIS has been signed and completed, the Custodian is responsible for preparing the materials as per
the MIS details.

This step includes gathering, sorting, and packaging the requested items for distribution to the respective departments.

3. Forwarding the MIS to Purchasing for Encoding

Timeline: By 4 PM daily.

Action: the Custodian forwards the completed MIS to the Purchasing Department (Kris) and Update BOQ (MIS no. and
Date release).

Purpose: This step ensures that the request is encoded into the system for tracking inventory usage and updates,
maintaining an accurate materials log.

4. Weekly Check of Issuance and Inventory

Person Responsible: Mam Ems.

Action: A weekly review of the issuance and inventory records should be conducted by Mam Ems.

Purpose: This ensures that there are no discrepancies between the materials issued and the inventory on hand, and to
identify any potential stock shortages or irregularities.

5. End-of-Day Transmittal Preparation

Action: At the end of each day, all documents, including material receipts and related paperwork, must be prepared for
transmittal.

Destination: These documents are to be sent to Accounting at the 149 Office.

Timeline: The documents should be transmitted the next morning at 8:00 AM.
Person Responsible: Athan, Vino or Bong will be responsible for delivering the documents to ensure they are processed
by accounting.

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