Receiving Procedure

The following outlines the processes & procedures for receiving inventory by truck, container, and/or carrier.

1. Receiver Process:

1. 1. Prepare the day before the shipment is expected.
   2. Note the following details on board:

1. 1. 1. Date/Time
      2. Container #
      3. Vendor
      4. Trucking Company/Phone

1. 1. Timeline guide:

1. 1. 1. Wheels – between 6am-2 pm (allow for 1 hour unload time)
      2. Tires – between 8 am-1 pm (allow for 2 hours unload time)
      3. Delivery Update – must complete and report truck/product status report within 24 hours of receiving goods.

1. Quality Check:

1. 1. KEYNOTE: Fenders are of the highest concern for damage.
   2. For truckloads with no obvious issues, should have a random spot check of 15-20% of delivery. (i.e. if 10 skids are received, there should be a random quality check of 2 skids) 
   3. Any skid that looks damaged or “off” should be inspected and documented.

1. 1. 1. Issue reporting:

1. 1. 1. • Damage should be photographed in detail and the entire skid.
         • Report immediately to receive and receiver to report to the appropriate department. (i.e. ReStuff or Badger)

1. Paperwork:

1. 1. Internal Receiver – Completed form.
   2. Trucking/Booking Documentation – Signed by driver.
   3. Packing List
   4. Bill of Lading

1. Photo Documentation:

1. 1. Warehouse (Osiel) photo documentation:

1. 1. 1. Picture of the Container# OR BOL# FIRST 
      2. Initial picture of the truck when opened.
      3. Picture of each skid on both sides / all sides
      4. Picture of product that is spot-checked.
         • Close-ups on any damage
      5. Additional photos are at the discretion of the warehouse team.
      6. Camera is to be turned in to the Digital Marketing Specialist (Joe) when shipment/photo documentation is complete.

1. 1. Digital Marketing Specialist (Joe) photo upload process:

1. 1. 1. All photos are to be loaded to S:/Shipping-Receiving/receiver-photos/ in the following format:

1. 1. 1. • Create a date-based folder name (ex. year/month/day)
         • Create a subfolder using the BOL or Container number (i.e. the first picture on the camera.  Multiple loads may be on a single memory card)
         • Repeat step two for each separate shipment per day.

1. 1. 1. Camera photos are to be deleted once upload is confirmed.
      2. All stored photos in shared files are to be deleted after 90 days (if non-issue) as noted on the photo calendar.

1. Additional notes:

1. 1. The process listed above will only be required from items with receivers.
   2. Smaller items/goods arriving FedEx / UPS / USPS SHOULD be opened and inspected on the same day. Photographs are to be taken if damage is suspected OR if there is significant damage to the packaging/product on arrival. This documentation should be handled the same as above and stored in the same folder. S://Shipping-Receiving/receiver-photos/ > date > then carrier (see example in folder).

Concerns/Change requests are to be discussed with the Director of eCommerce Operations and Purchasing Manager.

Last Updated on July 19, 2024 by Adam