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I. OBJECTIVE
1. To promote coordination between Warehouse and Operations regarding delivery to outlets
2. To provide protocol for delivery concerns
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
Store Operations Support (SOS)
Every day, Warehouse Staff must send to SOS the itinerary of Drivers for the next day’s delivery. SOS must refer to it whenever they have concerns about delivery. Any changes on the itinerary must be communicated immediately.
Outlets
Service Crew (SC) and Driver must do physical counting and checking before signing the Warehouse Issuance Slip (WIS).
If any of the delivered items has bad quality or expired items, SC must note it in the Remarks section of the WIS and must not accept the said item.
SC shall give an Authority to Deduct (ATD) slip to the Driver if there are short or over in the items delivered. Driver must acknowledge the ATD by signing it on the spot. If the Driver refuses to sign the ATD, the amount charged shall be doubled. SC shall then write an Incident Report (IR) and attach it to the ATD.
The pink copy of ATD will be kept by the SC, to be attached to the DSR that will be forwarded to the Profit Center Section (PCS). The white and blue copies of ATD will be given to the Driver for counterchecking and approval of the Warehouse Officer.
All delivery concerns (short, over, substandard quality, out of stock, etc.) must be relayed to PCS. PCS shall negotiate the delivery of concerned items with the Order Taker. The concerned items must be delivered within 24 hours.
SC must confirm to PCS the receiving or not receiving of the concerned item within the allotted time. If the item is still not delivered, PCS shall issue an accomplished Notice for Undelivered Product to Warehouse.
Warehouse Staff shall acknowledge the notice and return it with the appropriate remarks.
During instances when the items become available in the Warehouse but there is no means to deliver it to the outlet, Service Crew may do the pick-up of items from Warehouse especially if the item is urgently needed. Service Crew must write an ATD, if applicable, as the transportation expense shall be ATD to the Warehouse Staff at fault.
Delivery copy of WIS must be returned by Driver to Order Taker within the day right after delivery.
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
1. Concerns
2. Process of ATD issued during Delivery Day
VI. FORMS AND RECORDS
Form Title
1. Warehouse Issuance Slip (WIS)
2. Authority to Deduct (ATD)
3. Incident Report (IR)
4. Notice for Undelivered Product
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