Specialty Systems, Inc. Standard Operating Procedure

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1 Specialty Systems, Inc. Standard Operating Procedure SOP Revision Level: E Issue Date: Title: Receiving Process Page 1 of PURPOSE The purpose of this procedure is to provide for a system and instructions, and to assign responsibilities for the receiving and quality verification of purchased material and products. 2.0 SCOPE The Standard Operating Procedure applies to all Specialty Systems facilities that receive materials requiring receiving. 3.0 DEFINITIONS RECEIVER - The person(s) responsible to receive purchased material into the facility. DISPOSITION AUTHORITY - The person(s) in each facility with the authority and responsibility to review and disposition non-conforming material. HOLD - When material or product is placed on hold, it should be segregated from acceptable material when possible and identified. Identification can be in the form of a tag, a specified location, or any means sufficient to identify the material as not acceptable for use on a project. RECEIVING INSPECTION - Inbound product from suppliers and will be visually inspected upon receipt for physical damage and verification that the shipment contains the correct product and quantity. IDENTIFICATION OF PRODUCT Product will be identified so part number can be easily determined. 4.0 PROCEDURE 4.1 Visually inspect incoming freight for damage. 4.2 Note any discrepancies on Bill of Lading if applicable and sign with driver. If no Bill of Lading notify driver of discrepancy when signing for packages. 4.3 Locate vendor packing list from received material. If applicable attach the Bill of Lading to the packing list. If there are multiple packing lists to a single Bill of Lading, make additional copies of the Bill of Lading to attach to each individual packing list. 4.4 Locate SpecSys purchase order number off of vendor packing list, or identify purchase order by other means as described in If SpecSys Purchase Order number is not clearly identifiable, you may be able to look up by vendor. o Go into Global Shop and access the Purchasing module. Hit ok View Purchase Orders by Part/Vendor Select Open Purchase Orders by Vendor Type in or select from drop down the vendor name, this will bring up all open P.O s for this vendor. If still unable to procure P.O# contact Purchasing Department 4.5 Go into Global Shop and access the Purchasing module. View Purchase Orders 4.6 Enter the PO Number As found on vendor packing list, box or by following step After the Purchase Order information is displayed, click Print to bring up the print selection screen.

2 Title: Receiving Process Page 2 of Purchase Order number will automatically populate. Check the Print Open Quantity Only box and then click on OK

3 Title: Receiving Process Page 3 of The copy of the PO comes up. Verify that it is correct and hit the print key 4.10 Verify the printer and hit ok

4 Title: Receiving Process Page 4 of Print 2 copies and click OK. One copy is for Accounts Payable, and the second copy is used as a Location Sheet for the person that puts away the parts Identify received materials / parts against the vendor packing list, noting any discrepancies, and circling the quantity on the packing list in red ink Verify the packing list material / item and quantity against the hard copy of the SpecSys purchase order. Circle Part Number, Quantity and item # in red ink. If quantity is different write in quantity received next to printed quantity. Notate the SpecSys PO line item number on the vendor packing list next to the corresponding item Stamp pack slip with receive date and Subject to count & hidden damage 4.15 Stamp marked up PO with receive date 4.16 Stamp other PO with Location Copy This copy is put with the material and will be utilized when locating parts on shelf Parts /Materials are to be labeled as follows: SpecSys Part Number SpecSys Project Number Specsys Purchase Order Number 4.18 Assemble and staple the complete paperwork for the shipment in the following order: Purchase Order on top Packing List Receiving papers Any other papers included.

5 Title: Receiving Process Page 5 of After reconciling PO hard copy to Vendor packing list, and labeling and/or bagging all parts, go to the Purchasing module Go into Global Shop and access the Purchasing module. Transactions P.O Receipts 4.21 Type in the PO#, verify the vendor is correct, and double-click the line of the part to be received. Check the quantity to be received. If quantity received is equal to quantity open, click close and save This will close the line item. Do this for each line item to be received. When all items from the Packing List have been received, click OK to complete the transaction. If the quantity of the line item to be received is different than the quantity open, click on the Pur Qty to Inv box, and enter the correct amount received. If the amount to receive is less the the amount open, ONLY CLICK THE SAVE BUTTON, AND NOT THE CLOSE BUTTON. If all line items on the PO can be closed without adjusting quantities, then receiving individual line items is not necessary. Go directly to Complete Receipt As Ordered. This will complete all of the other steps automatically. Then click ok When all receiving is completed for all Purchase Orders, click on X.

6 Title: Receiving Process Page 6 of 8 The following screen will automatically come up: 4.23 Hit print and on the next screen click on OK This will generate a receiver which is stapled to the back of the matched PO When completed at the end of the day do the following to tasks: Go through Purchase orders if there were any Purchase Orders received in with - $0 -, Scan in all paperwork for that Purchase Order to appropriate Project Manager. *Project Manager should receive Scan within 48 hours of receipt Send all paperwork to Accounts Payable.

7 Title: Receiving Process Page 7 of 8 NOTE: Wait for notice from accounting to begin sending PO s the beginning of each month. They need to close out current before more are received The parts now need to have an accurate location in Global Shop.