Persons receiving shipments should, upon acknowledging receipt of an order, conduct an inspection to verify the following minimum conditions:
- The products conform to the purchase order requirements and other relevant documents (for example: correct model number, description, size, type, color, ratings, etc.)
- The quantity ordered against the quantity shipped or delivered.
- There is no damage or breakage.
- The unit of measurement count is correct (e.g. if the unit of measurement on the purchase order is one dozen, there should be 12 in the package).
- Delivery documentation (packing list, certifications, etc.) is acceptable.
- Perishable items are in good condition and expiration dates have not been exceeded.
- Products are operable or functional.
- Receiving – The act of taking possession of products in order to stage them for inspection, place them into inventory, or deploy them to end user (Requester) for immediate use.
Acceptance – Shipments are considered “accepted” if the customer signs the receipt to Accounts Payable that does not have a quality or delivery issue. Most shipments are considered accepted and approved for payment by the recipient (requester) by the generation of a receiving ticket (report) unless the recipient contacts Procurement or Accounts Payable and requests a hold on payment.
Signing off on delivery of a shipment shows acceptance of all conditions noted on the receiver. If something is missing or wrong, it must be noted in order to make a claim. Unfortunately, adjustments in claims can not be made after the documents have been signed and submitted