Goods inward procedure, inspection and documentation

Goods inward procedure, inspection and documentation

1. Goods Inward Procedure, Inspection and Documentation Navindu Munidasa MSc Logistics and Supply Chain (UK) (Reading); BSc Operations and Logistics Management (UK); Dip in Computer Hardware and Networking ; Certificate in Motor Mechanism (CGTTI); Certificate in Workshop Practices (CGTTI)

2. Learning objectives

3. Goods Inward Procedure

4. The main Function of a store What is receipt? A  receipt  is a written acknowledgment that something of value has been transferred from one party to another What is storage? Storage is to place or leave in a location (such as a warehouse) for preservation, later use or disposal What is Issuing? Issuing is supplying or distributing (something) for use or sale.

5. Key objectives of a stores operation Economy Efficiency Effectiveness Speed Duties of the receiving Function Quality Control Inspection Quantity Checking Matching with the orders placed

6. Store structure

7. Receipt of supplies Stock Items Non-stock Items

8. Verification Upon Receiving Check with Technical officer (Ex: Fabric Tech) if required

9. Type of Materials Received Perishable Fragile Hazardous / dangerous Solid / liquid Valuable

10. Things to be avoided when receiving goods

11. Functions and Responsibilities of a store Receive goods - Directly delivered or collected from post office, port, airport, warehouses. It can have a clearing of forwarding units. To check quantities items against Purchase Order and consignment note. Impact and quality check. Enter in Register of goods received GRN preparation. Acknowledge in Transportation Delivery Note. Notify concerned parties - Purchasing Production / User, Finance Notify special indents Action on defective items, shortages and excesses. Surveys & claims Rejected items, action to be taken Deliver to section stores / User Departments Handling arrangements

12. Documentation associated with goods receiving

13. Activity

14. Documents used in the receiving process

15. Goods Receipt Register Goods Receipt Note Register displays the goods receiving data entered in the system. The details are displayed for the selected unit and given date range. User can select view format selected. The details that are displayed are - GRN Date, GRN Number, Status, Supplier Name, Currency, Warehouse Name, Doc Value, Remarks etc.

16. Goods Receipt Note (GRN) Goods Receipt Note  which records all the details pertaining to receipt of material by the customer or his representative alternatively GRN is also issued when the item is supplied from one department to other, GRN has the facility to recorded the reason for issue of material

17. Inspecting of Goods

18. Methods of Checking quality Visual - Stationeries, grocery Touch - Rough or smooth Smell - Kerosene, coconut oil Comparison - With sample Standards - SLS marks Testing Laboratory Testing Could be done in-house if required equipment is available or could get done through organizations such as Bureau Veritas

19. Goods Inspection

20. Responsibilities of Inspection Establish inspection objectives Test specifications and procedures for different materials. Establish quality specifications and sampling inspection plans for all purchased items including spare parts and components. To define responsibilities, authority and accountability of each position. The establishing of policies and procedures to ensure quality incoming materials and ensure strict adherence. To co-operate with Purchasing Department and Receipt Stores to establish good supplier purchaser relationships that will ensure quality in purchased materials and meet specifications. To render assistance in maintaining a supplier rating sheet in respect to quality. To obtain and analyze complaints from production regarding quality of purchased materials and investigates causes of complaints. To review and approve where appropriate all deviations from specifications. To procure and maintain test inspection equipment to meet inspection requirements. The preparation of test and inspection reports required by management.

21. Accepting Zero Defects

22. Questions & Answers Session

23. Thank you