Warehouse assistant

Module 3: Reception process

Module Contents:
Storage:
Principles of reception
Receiving procedures
Reception coordination
Disposition of the basic information for reception
Reception guidelines for the organization and receipt of materials in
warehouse
Results of the reception
Preparation of breakdown and amendment reports.

Principles of reception

The receipt of goods is one of the most operational tasks.

important of the warehouse, since it is the one that initiates the flow of materials.
Poorly managed, it is the starting point of many mistakes that then
they appear in the inventory and limit the productivity of the facility.

Organizing the reception of goods wisely is key to achieving

an efficient warehouse and contain operational costs. For this,
It is interesting to know the tasks that this process encompasses, its scope.
and what strategies to implement to improve them.
Warehouse Operations
The different operations that take place in our warehouse are of
maximum importance for a correctinventory management andwhat does it have
as the main objective to achieve themaximum satisfaction of
client(company or consumer). Let's not forget that it is one of the
main links of the company's logistics so that all the
activities that occur in this must be precise, productive and
coordinated with the rest of the processes. From the correct management of
the internal operations of the warehouse will mainly depend on the
reliability of our inventory and product availability
requested as soon as possible.
This post is the first in a series of three in which I intend to
Describe simply the main activities of a warehouse.

Reception
2. Preparation
3. Expedition
Product Reception
The reception of the product is the process by which a product (or
set of products) coming from the source of supply
(supplier, factory) arrive at the warehouse with the purpose of being
classified, controlled and introduced into the SGA (Management System
Warehouse Management) for its subsequent placement within the
own storage facilities and be ready to
to be sent to the client or end consumer according to the
shipping requirements.
They can come in different formats (monoreference pallet, pallet
multireference, box, etc) according to size, type of product,
provenance, etc., being this format a key factor in the process of
manipulation and classification of them.
The reception process is divided into the following three phases:
External visual check
Three simple questions that will make the receipt of the merchandise
done faithfully and effectively:

The product will be downloaded if it comes in

transport with mechanical means or we will receive from the hands of the
carrier if it is a small package.
 We will check in the delivery document that,
indeed, we are the recipient and that the amount of
The packages we receive match what is indicated.
3. We will verify that the received merchandise is in good condition.
in good packaging condition and shows no signs of
manipulation (broken seals, open or broken boxes,
dampness, etc.,) always taking into account that the
packaging plays an important role in the protection of
material. It is very important to indicate any anomalies in
this meaning in the delivery document that
we seal/sign to the carrier because it is the only way to
to be able to claim in case of shortages or hidden breakages.
4. If we are not going to make the goods entry
immediately after its receipt, we will place it
without unpacking in an area that we will designate for that purpose,
that we will not use for any other purpose and that will be inviolable,
that is to say, nothing should leave this area without having had its
corresponding entry treatment in the warehouse for
be part of the existing stock. We will not include this either
zone, goods that are already in our stock or that
they are part of some outgoing expedition, this will make
our warehouse a reliable stock place to rely on
to carry out the necessary outputs.
(II) Verification documentation
To enter the goods into our stock and the circuit,
we will follow the next steps in an orderly manner:

We will create an entry document based on the order

of acquisition that we made to our supplier, of
so that we can link it to the delivery note (or
packing list) upon arrival of the merchandise. We will verify this
document with the delivery note of goods, and
we will check that the references and quantities match
with the requested.
We will make the necessary modifications to the
entry document with the possible leftovers and
missing, creating an annex document in case of
we want to return some of the materials to the supplier
received and unsolicited or in the case that they do not match the
quantities indicated in the delivery note with what was actually received.
 3. This document will be the one we use to carry out the
counting the received goods by checking references,
quantities, expirations, and any other data that is
necessary in the registration and not with the delivery note
because, in this way, we will filter out the possible errors of
transcriptions that may be produced when entering the
material once counted and that would provide erroneous data to
our stock.
4.
Internal product check
When we receive the incoming document and proceed with the check,
we will act as follows:

1. We will unpack the material paying special

Take care not to damage the merchandise with cutting tools.
and we will keep the residue until the end of the process; it usually
it happens that small pieces go to the waste container
because they hide among the protective material and we give ourselves
count for your lack when the packaging has already been discarded.
We will separate the different materials to identify them and
classify them according to their size, shape, quantity or any
another criterion that we consider operational and once separated,
we will check, one by one, that all the merchandise received,
matches in reference and quantity, noting in the document
first the differences we find.

We will identify the merchandise with our record with the

end of being able to locate it in our warehouse so that
it can be located quickly and easily. Once completed the
complete inspection of the merchandise, we will proceed to its
location, which will be recorded in our warehouse, of
manual method or with radiofrequency if available
[Link] is important not to place anything until all the
the merchandise is checked, so we will have more ease
to locate identification errors and correct them in
the moment we identify a reference wrong and
we have already located it, we will hardly be able to verify if it is
our mistake in checking or the provider's error in sending the
material, unless we return to the place of location to
 check all the transferred references every time you
present the case to us.

We will return the input document properly.

completed with the required data and with the
possible discrepancies with our administration for what
Make the necessary modifications, change the quantities.
We are going to receive and notify the supplier of the missing items.
or to have the excesses removed.

Once this process is completed, the remaining amounts will remain

in the reception area until they are processed. This treatment,
it will consist of them giving us an entry document for the
surplus amounts so that we can identify and locate it, or a
return document that we will attach to the merchandise that does not
we are going to incorporate into the warehouse and that we will leave in a designated area
for this purpose well identified, packaged, and accessible for when the
supplier go pick it up.
It is time to remove the packaging materials to clear the area of
reception always in the best operating conditions.

An effective reception provides us with ease and speed in the

order preparation and contributes to the accuracy of our inventory.

Order reception is one of the processes of

awarehouselogistical. Corresponds to the transfer point of
property between a supplier and a client. It is a stage of control
important to ensure the compliance of the goods before their
integration into the company's inventory.
Receiving procedures
DISPATCH

Receive the customer service order.

2. Verify that the quantities are available as requested,

3. Inform the purchasing process to proceed with the acquisition of the

Product, otherwise there is no availability of the product in the warehouse.

4. Carry out the preparation of the products ensuring that they are
according to the purchase order, also ensure the quality and
quantity of the products.

5. Record the product outputs from the inventory system.

6. Review and approve the release of products from the collection center
checking the status and quantities in relation to what was invoiced.

7. Deliver and review the delivery route in the presence of the driver.

8. Load the products into the vehicle ensuring they are stored and
arranged in such a way that they do not suffer deterioration during the journey, thus
He must check that the three copies of the invoice exist.

9. Transport and deliver the products to the customer.

10. Have the receipt invoice signed in accordance. If it were to

present any non-conformity in the delivery regarding the product
receive the PQR and the returned product.
Preparation of breakdown and amendment reports.

When it comes to carrying out themaintenance

a team, whether preventive,
predictive or corrective, we must prepare a document that reflects
all the work carried out on said equipment since the client us
he delivers it until he picks it up.

This document that we will call malfunction report, malfunction report or

the assistance part will be filled out at different times with the
following data in general:

1) When the customer delivers the equipment:

Datos de contacto del cliente (Nombre, dirección, teléfono, etc.).

Symptoms of failure detected by the customer.
Detalles del equipo entregado: marca, modelo, número de serie,
components, possible defects, etc.
Name of the coach who collects the team.
Delivery date of the equipment.
2) When the technician diagnoses the errors of the equipment:

Errors detected.
Possible solutions.
Date of communication to the client of the errors, the cost of the
repair and the estimated time for it.
Acceptance or rejection of the repair by the customer.

3) When the technician fixes the team's errors:

Performances carried out as detailed as possible.

Name of the technician who carries out the repairs.
Date of completion of the repairs.

4) When the customer picks up the equipment:

Technician delivering the equipment.

Equipment pickup date.

This part will facilitate the next work in our company:

Keep track of the actions that have been performed on the

team, especially if they are different technicians from the company
that work on it at different times. It would avoid doing the
same tests to detect errors or double repairs.

Justify the charge for the repair to the customer and avoid possible
claims when everything is in writing and accepted by him.