Receiving Procedure: The receiving department must have purchase order’s copies along with the purchase specifications and the delivery date and time and the supplier’s name and details.

The following procedure is followed by the goods receiver after the goods are received.

a) Delivery Note: The receiver checks the delivery note and the copy of the purchase order along with purchase specification to ensure that the goods supplied are in right quantity and of right quality. If there is any difference in-between the delivery note the purchase order or purchase specifications, then this must be immediately brought to the notice of supplier and purchaser and recorded on the supply order. If the supplied goods are unacceptable then they must be returned immediately with remarks that the goods are not as per the order.

b) Quantity: The goods on being received are then checked for quantity. The receiving department must know the units in which food is purchased. Care must be taken to prevent being cheated of even a kilogram of an item by a dishonest delivery man. Any shortage in supply should be intimated to the supplier, purchase officer and an appropriate entry should be made.

c) Quality: After checking the delivery note and the quantity supplied, the next step for the receiving department is to check the quality of goods supplied. The quality supplied should be as per the purchase specification. In case of branded products, the goods supplied should be of the same brand. Any variation should be brought to the notice of supplier, purchase officer and must be recorded in the delivery note and the receiver’s report.