3 .1 . 3 .
Receipt of Goods
PROCESS FOR RECEIPT OF GOODS
The Raw Material Supplier, Gerald Bean
Co., will send their shipment on the first
of each week by no later than 6am. Before
arrival Gerald Bean Co. will conduct a
series of quality checks to ensure that
all packaging is undamaged and that the
correct shipment quantity will be shipped.
Gerald Bean Co., will drive the shipment
from their distribution center to CBR’s
processing facility. If the driver is
faced with any traffic delays or route
closures then they will make alternate
arrangements to ensure that the product
shipment arrives on time through other
routes. Once the driver arrives, the
transport truck will be backed up to align
with CBR’s loading bay.
The driver must exit the vehicle and
enter through the side door entrance in
Shipping Department (SD). The driver
will wait by this door until a member of
CBR unlocks the door and greets them.
The Driver will provide the member of
SD with a shipping manifest that the
CBR employee will quickly review and
then must take a carbon copy to the SD
Manager. Once the shipping manifest has
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been handed to the SD Manager the SD
employee will return to the Driver to open
the transport truck and begin the order
review process.
The SD Manager will separately review
the shipping manifest and enter this data
into CBR’s ERP system. Upon entering the
data into CBR’s ERP system the system
will automatically cross-reference the
manifest data against the placed order
to ensure that these values match. If
these values do not match, then the SD
Manager can use the ERP system to send
an automated alert to Gerald Bean Co to
alert them of the discrepancy.
Upon receiving the order, SD must first
verify the contents of the shipment.
However, suppose any units are missing
from the shipment. In that case, the SD
Manager will immediately contact the
Raw Materials Supplier by phone and
submit a formal request for a replacement
for the missing units. If the Raw Materials
Supplier can send a replacement, one will
be immediately dispatched (for which
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 SD will need to verify the new shipment
contents). The current incomplete shipment
will remain in the receiving area until the
replacement units arrive.
If the supplier is out-of-stock or unable to
replace the missing units immediately, they
are contractually obligated to issue a refund
for any missing units. Once these activities
have concluded, SD will sign for the order
officially accepting ownership of the product
units.
The SD will retrieve the pump truck and
transfer each skid of units, one at a time, to
the stockroom. Once all units have been
moved to the stockroom, the pump truck is
immediately returned to its designated bay in
shipping, and SD then proceeds to update the
stock inventory system. Updating inventory
serves a critical role, and the steps involved
are repeatedly executed throughout the
product preparation process.
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1) A physical inventory logbook is updated by
hand recording the following information
• Current Date
• SKU number
• Shipment Batch
• Material(s) Supplier
• Best Before Date
2) This data shall be digitally added to the
existing Inventory Database
• Current Date
• SKU number
• Shipment Batch
• Material(s) Supplier
• Best Before Date
3) A verification must be performed comparing the inventory logbook entry to the digital
Database entry
• If the data matches, the SD will sign-off in the inventory logbook identifying that the
information was stored correctly and this part of the process is now completed
• However, if there is a data mismatch, the SD will be required to fix the offending data
o If the data cannot be corrected or the error is unknown, then the issue will be noted in
the (physical) inventory logbook, and another member of SD will execute a pre-defined process
that falls outside the purview of the scope of our work to, investigate the product discrepancy
• A Processing Tracking Ledger sheet is printed off
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