Ordering, receiving, and storing

Ordering, receiving, and storing

Ordering

  • Ordering goods and services is the initial stage in this procurement process. It involves identifying the needs of the establishment and specifying the quantity, quality, and delivery timeline of the goods.

  • The purchase order is a formal document issued to the supplier. It should detail the descriptions of goods, prices, delivery terms and conditions. Ensure to maintain a copy for accurate record keeping.

  • Always check that supply contracts or agreements are in line with your established purchasing policies. This means considering the sustainability of goods, ethical sourcing practices, and performance standards of the supplier.

Receiving

  • The act of accepting delivery of ordered goods is known as receiving. Verify the goods delivered against the purchase order for quantity and quality.

  • Any discrepancies between the orders and goods received should be promptly reported to the supplier by raising a discrepancy report.

  • Inspection of goods is a vital part in this process. Inspecting goods ensures that they meet the required quality and safety standards.

  • Any delivery documents such as shipping manifests, packing lists or weight tickets must be checked and stored for record keeping.

Storing

  • Goods should be stored properly to maintain their quality. Storage practices would differ based on the type of goods, for example, perishable goods may need refrigeration.

  • FIFO (First-In-First-Out) is a significant principle of storage. It keeps inventory fresh and helps prevent food wastage.

  • Note the storage conditions and expiry dates of items to ensure they are still within their quality warranty period.

  • Inventory should be regularly monitored and managed using an inventory management system. This prevents overstocking or running out of supplies which can disrupt normal operations.

  • Health and safety regulations should be followed strictly in the storage area to avoid any potential harm or damage to the staff or goods. Always maintain a clean, organized storage area to prevent any possible contamination or spoilage.