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I. OBJECTIVE
1. To provide guidelines on the proper receiving of delivered items in the outlet
II. DEFINITION OF TERMS
1. Warehouse Issuance Slip – or “WIS”, is the form used during delivery of items. It lists the items ordered by the Service Crew of the outlet and delivered to the outlet.
III. GENERAL POLICIES
During the period when Service Crew (SC) and Driver are checking and counting the delivered items, SC must put marks on Warehouse Issuance Slip (WIS).
If the item has correct quantity and is in good condition, SC must put a check beside the Quantity column of the item. If the item has incorrect quantity, is not in good condition or unavailable/missing, SC must encircle the Quantity column of the item. SC must also note on the Remarks column (beside Quantity of item) the reason why the items are incomplete, not in good condition, or not delivered.
Service Crew must double check the quantity and quality of every item delivered to them. Discrepancies in delivery must be reported to Profit Center Section (PCS).
All outlets must observe the consumables delivered to them. All consumables must be properly sealed and have a yellow sticker. Lack of yellow sticker means inconsistency with the standards and therefore must not be received.
For over or substandard items, SC must not receive the items. The items must be pulled-out using the Pull-Out Receipt form.
For items that are packed, SC must check the quantity of each during lean hours and must report to PCS any discrepancy within 24 hours after the delivery. Items with discrepancy must be pulled-out. PCS must make sure that the item with discrepancy is clean and whole and the packaging remains intact and not opened.
PCS must report all discrepancy, over and short delivery from outlets to the Order Taker for resolution and negotiation. For generally all items: once the SC receives the item, it means acknowledgement that the quantity and quality of the items delivered to their outlet is correct and in standard.
Service Crew shall issue an ATD to driver when there is short or over in the items delivered.
For delivery time concerns, Supervisors (SRS) and Team Leaders (TL) may request specific time period of delivery for their outlets. SRS and TL may send their request to the Warehouse Officer, who will try to make appropriate adjustments to respond to the requests.
Special Case:
It occurs when an outlet’s capacity to stock the needed amount of inventory is not enough, during which, the outlet has to be assisted by another outlet by temporarily keeping the former outlet’s stock.
In this case, PCS Staff in-charged of the assisted outlet must inform its Service Crew about the stocks to be delivered and temporarily kept on another outlet. Specific details such as list of items, quantity, and the assisting outlet must be relayed.
On delivery day, two (2) sets of WIS must be printed:
a. One (1) set for the assisted outlet;
b. Another one* (1) set for the assisting outlet
*Name of assisted outlet will be stated on the WIS, but with “c/o (assisting outlet)”
WIS must only contain the list of items that the particular outlet will be receiving. No more, no less.
Service Crew of the assisted outlet must then confirm the receiving of stocks from the assisting outlet.
This kind of transaction must only be upon the approval of the CEO.
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
1. Authority to Deduct
2. Process of ATD issued during Delivery Day
VI. FORMS AND RECORDS
Form Title
1. Warehouse Issuance Slip
2. Authority to Deduct Slip
3. Pull-Out Receipt
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