Receipt of incoming goods procedure

This procedure outlines the requirements for quality standards and objectives of PEER Construction for the acceptable receipt of incoming goods on construction sites.

Requirements

Before the delivery driver unloads the stock from the truck, check the invoice or consignment note to ensure the load is at the correct destination.

The person receiving shipments when acknowledging receipt of an order, should conduct an inspection to verify:

• The products match the purchase order and other relevant documents (for example: correct model number, description, size, type, colour, ratings, material compatibility 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, delivery sheet, certifications, etc) is acceptable.
• Products are operable or functional.

If the shipment consists of unpacked goods, such as structural steel, pipe, etc, each bundle or piece is checked by the builder. The same applies to pallets, crates, or other packed goods. The builder signs for the goods that are actually received, and not necessarily those shown on the delivery document.

Whenever a subcontractor receives material/equipment directly, then a copy of the delivery docket signed by an authorised subcontractor’s representative must be retained by PEER Construction supervisor.

If it is not possible to check materials during off-loading, the builder must sign the delivery docket for “material received – unchecked”.

Materials must be carefully checked as to quantity, specification, and the condition, immediately after receipt.

Before signing the delivery docket, the builder should count the number of pieces received and examine for evidence of visible damage. Pallets, crates, and cartons should be carefully inspected before taking delivery. If material is received damaged or not in accordance with packing list or delivery docket, the delivery driver should be asked to inspect the damage or discrepancies. Damage or discrepancies must be noted and acknowledged by the delivery driver on original and copy of delivery docket or packing list.

If concealed damage is discovered later, the client should be notified immediately and requested to inspect the damaged material.

Materials involved in any claim should be set aside and red tagged until inspection is completed and liability has been determined. A signed record is to be drawn up on the result by the parties concerned and an “over short and damage report” be made.

The builder is to acknowledge the receipt of the goods only by signing the deliver driver’s copy of delivery dockets together with the copy for PEER Construction records, showing date of receipt and storage location.

The builder will check the material thoroughly against the requisition and the relevant purchase order to ascertain that the material meets the specifications, and the quantity is correct.

If there is any doubt as to whether specifications are being met the builder must report this to the PEER Construction supervisor for action.

Any drawings, material certificates, catalogues, operating instructions, and manuals relating to equipment are to be provided to PEER Construction supervisor.

When material arrives at site without a requisition or purchase order, the builder must report this to the PEER Construction supervisor to check with the client.