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I. OBJECTIVE
1. To provide guidelines on the proper receiving of goods and services from the supplier
II. DEFINITION OF TERMS
1. Goods – refers to raw materials and other products purchased by the company from third-party suppliers
2. Services – refers to any assistance, help or aid performed by third-party supplier or entity as requested and bought by the company
III. GENERAL POLICIES
Upon delivery of the supplier of goods/services, the authorized receiver of such goods/ services shall stamp the original and duplicate copy of the delivery receipt (DR) or sales invoice (SI) as “RECEIVED” with his signature over his printed name and the date of receipt of items. The authorized receiver shall get both copies of the delivery receipt or sales invoice for countering; however, the supplier has the choice whether to counter the receipt on the same day of delivery or not (and thus, he shall keep the original copy). The authorized receiver shall forward the copies of DR or SI to the authorized personnel or accounting staff who will then receive the transaction via Receiving Report or RR in the Q-erp system. Receiving Report or RR number must be written down on the upper right side of the receipt.
All delivery receipts or sales invoices received for the day by the Purchasing Department or Warehouse must be given to Accounting Department between 4:00pm to 5:00pm of the same day or 8:00am to 9:00am the following day to avoid misplacement or loss of such.
IV. PROCEDURE FLOWCHART
Flowchart Title
1. Receipt of Goods and Services
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Delivery Receipt (DR)
2. Sales Invoice (SI)
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