SYSTEM PROCEDURES MANUAL

Effective Date: Section No.:

09/02/2019 06
Revision No.: Page No:
1 1 of 2
Document No.: SP-WHS-01

TITLE RECEIVING AND STORAGE OF ITEMS

To ensure that only materials/supplies and other items that meet specifications are received
OBJECTIVE
To ensure that items are properly stored to prevent damage; and inventory records are updated
This procedure covers activities from receiving of purchased items to updating of inventory
SCOPE
reports.

Responsibility Activities Interfaces

Warehouse Receive Items Supplier’s/Service Provider’s Delivery

Clerk/Officer Receipt or Invoice

F-WHS-002: Receiving Report

Warehouse External Provider’s Delivery Receipt or
Inspect Items Note 1 Invoice
Clerk/Officer
F-PUR-006: Purchase Order

Warehouse
Prepare Receiving Report
Note 2 F-WHS-002: Receiving Report
Clerk/Officer

Warehouse F-WHS-001: Stock Card

Update Inventory Records Note 3 F-WHS-005: Tools Inventory
Clerk/Officer

Warehouse
Store Items Note 4 SD-WHS-01: Storage Guidelines
Clerk/Officer

NOTE 1:

1. When inspecting items, use the Delivery Receipt or Invoice of the supplier against the Purchase Order (F-PUR-006)
and Requisition & Canvass Form (F-PUR-003a/b) as guide in checking the following:
a. Discrepancies on quantity/specifications of items
b. Physical defects
c. Complete set of delivery documents
2. Sign the Delivery Receipt or Invoice from external provider upon receipt of purchased materials/supplies/items if no
discrepancy is found.
3. For chemicals, ensure that a Safety Data Sheet (SDS) is obtained from the supplier.

NOTE 2:

1. Prepare Receiving Report (F-WHS-002) only if items are received from external providers.
2. Discrepancies in the items are noted in the Receiving Report (F-WHS-002).
 SYSTEM PROCEDURES MANUAL
Effective Date: Section No.:
09/02/2019 06
Revision No.: Page No:
1 2 of 2
Document No.: SP-WHS-01

3. Sign the Receiving Report (F-WHS-002) and endorse to the Purchasing Officer.

NOTE 3:

1. Update Stock Cards (F-WHS-001) for every item received. Ensure reference records (Receiving Report No.) are
reflected in the Stock Cards to enable traceability.
2. To record receipt of tools, update the Tools Inventory (F-WHS-005).

NOTE 4:

1. Refer to Storage Guidelines (SD-WHS-01) for safety, proper storage and preservation instructions.

DOCUMENTED INFORMATION GENERATED:

1. F-WHS-001 Stock Card

2. F-WHS-002 Receiving Report
3. F-WHS-005 Tools Inventory

REFERENCES:

1. Delivery Receipt or Invoice of External Provider

2. F-PUR-003a Requisition & Canvass Form (Project/EQL)
3. F-PUR-003b Requisition & Canvass Form (Admin)
4. F-PUR-006 Purchase Order
5. SD-WHS-01 Storage Guidelines
6. Safety Data Sheet (SDS)

Prepared by: Reviewed by: Approved by:

SYLVAINE S. GONZALEZ
Date: Date: Date: