Page 67 - DMGT553_RETAIL_STORE_MANAGEMENT

Retail Store Management

Notes
Example: A worker on the receiving dock who signs for goods provides the
acknowledgement that the goods were delivered, not that they were “accepted”.
Receiving staff must ensure that the goods delivered to the department match in every detail to
that described on the purchase document and immediately notify the buyer when the products
do not match the purchase document. Product substitutions, over shipments or under shipments
must not be accepted without being properly documented. A purchase document amendment
must be executed.
A standard receiving package should, at a minimum, contain the following documentation and
be distributed to both the accounting and purchasing offices for payment and procurement file
documentation:

The invoice or packing slip
The receiving copy of the purchase document
A completed Stock Received Report

Notes If the freight terms required the consignee to pay the shipping costs (FOB Origin),
the bill of lading/delivery receipt verifying shipping costs must be included as part of the
receiving documentation.
Packing slips must be included in all shipments received by a department. At a minimum and in
accordance with the standard State’s General Provisions, the supplier must provide the following
information on the packing slip to ensure departmental receiving staff can verify products
being acknowledged as received:
Purchase document number as issued by the department

Item number
Quantity and unit of measure
Product part number
Description of the goods shipped
The staff responsible for checking and taking custody of the goods should sign the receiving
document either the STD.106 or the approved purchase document. If the STD.106 signatory is not
the person who physically checked and took possession of the goods, then whoever does sign
the STD.106 must take precautionary measures to assure that the goods were actually received
and checked before signing.
If a department elects to accept partial deliveries, a photocopy of the approved purchase document
may be used as a stock received report. When using the purchase document as a stock received
report, the receiving staff checking the goods will write the:
Date received
Quantity received
Note any defect in condition
This process is followed for each partial shipment received through completion. The last stock
received report for an order must be stamped or designated as “Complete” when the order is
completely filled.

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