Receiving goods

Receiving is the moment a supplier's mistake can become your problem. When you sign a delivery note, you are saying the goods arrived as written. After that, it is very hard to prove that anything was short or damaged. The rule for this lesson is simple: count first, sign last.

Before the truck arrives

• Know what you expect. Keep a copy of the order, so you can compare it with what arrives.
• Clear the receiving space. You need room to put goods down and count them.
• Have your tools ready. A pen, the order paper, and a phone for photos if damage turns up.

When the truck is there

1. Count the goods yourself. Count boxes, bags or pallets. Do not rely on the number the driver tells you.
2. Compare your count with the paperwork. The delivery note should name the right supplier and products and agree with your order.
3. Look over what arrived. Watch for wet, torn or crushed packaging, leaks, and anything that looks or smells wrong.
4. Write any difference on the delivery note. Write what was short and what was damaged, then ask the driver to sign beside your note.
5. Sign last. Sign only for what you counted and accepted.

When the driver is in a hurry

Drivers have a schedule, and some will ask you to sign quickly. Stay polite and stay firm. A count takes a few minutes. A shortage found tomorrow cannot be proved, because nobody can show it did not go missing in your building.

If you cannot open or count something, such as a sealed pallet, write "sealed, not counted" next to it on the note. Ask your supervisor how the business wants this handled.

After the truck leaves

• Damaged goods go to the hold spot, and your supervisor is told.
• Good goods go to their homes on the same day. Do not leave them in the receiving area overnight, where they can be mixed up or taken.
• Update the record straight away, while you still remember what arrived. This might be a stock card, a book or a spreadsheet.