Checking-in material refers to ensuring that the material received is identical to the material requested and is in excellent working order. It is. Shipping documents are supplied to verify what is included in a shipment when a government or commercial supplier fills an order and sends the goods.
Here is the Navy’s receiving process
Step 1: Check if it belongs to you and your command
- Do a last check to make sure the shipment is for the intended recipient(s). As a way of keeping track of individual commands, each one has been given a six-character Unit Identifier Code (UIC). The document’s primary number begins with this unique identifier.
- Verify the item’s tracking serial number.
- If the delivery vehicle is still there and the package does not correspond to the command, alert the driver.
- For assistance on misdirected shipments, check with the local SOP if the package was received by mail or if the delivery vehicle has already gone.
- Start the check-in procedure if the equipment belongs to your command.
Step 2: Check for damage
The first thing to do is look for visible damage, such as dents, crushes, or liquid stains. To report broken containers, adhere to your city’s procedures. Proceed with the check-in if the containers are in good shape. If not, return them for repair.
Step 3: Compare the shipping documentation with the items you’re receiving
- The shipper puts together a list of what’s in the package to identify it as a cargo. In a plastic envelope on the outside of the outer box or container are shipping documentation. Occasionally, the document is tucked away inside the container itself. Each request in the cargo may have its own packing slip, or there may be many packing slips.
- Verify if the item is in stock or if it’s in a catalog. Verify that the stock or catalog number printed on the box matches the stock or catalog number written on the shipping paperwork before sending the package.
- Make sure you have the correct unit of measurement. The item or container’s unit of issue should match the document’s unit of issue. A unit of issue describes how a product is packed by the distributor for retail sale. Boxes, bottles, packages, and tubes are all common packaging options for some goods. Many products are offered in boxes or packages that contain other products such as tubes or bottles. It will account for the material by both the unit of issue (the way it is packaged for sale by the distributor) and the unit of measure if your activity issues material by the unit of measure. Band-Aids are an example of a unit of measure (the smallest distribution quantity). Outside of the container may be labeled with the unit of issuance of the material inside with a two-character code
- Make sure you have the correct amount. If the amount received differs from what was specified, double-check that the shipping paperwork specifies the difference. Verification should be included to the shipping document when the quantity received matches the quantity shown on the shipping document. You can accomplish this by putting a checkmark in the amount area or writing in the number of items you got in the space provided. Make a note of any discrepancies in the quantities and indicate them clearly.
Using a red pen
- Draw a line through the quantity on the shipping document that is wrong.
- Next to the quantity section, note the exact delivery amount you were given.
- Mark the box next to the amount you really got.
Step 4: Stock or Direct Turn Over (DTO)
- Items that are kept in stock are kept in the warehouse until they are ordered by a customer. Frequently utilized products are those that are maintained on hand to fulfill consumer demand (also known as “demand supported” items).
- Client-ordered direct-turnover products are those that are delivered straight to the customer once they have been requested.
Step 5: Expiration dated material
- Expiration dates and shelf lives are terms used to describe materials that degrade with time. It is printed on the unit pack and on the outside packaging by the manufacturer. Expiration dates are frequently denoted with the acronym EXP.
- The shelf life of routine shipments received by the activity should be at least six (6) months. To meet an immediate need that arises as the result of a high priority request, material with a shelf life of less than six months may be sent.
- Keep track of when things need to be replaced and note anything that has less than six months of life left on it.
Step 6: Check-in equipment
- Use steps 1-2 to check in equipment and adhere to regulations.
- Before it may be given to a client, accountable equipment must have a property tag attached to it.
- The biomedical equipment division/department inspects all of the hospital’s medical and dental equipment.
- The biomedical equipment & technology management section goes into detail about equipment check-in processes.
Step 7: Signing documentation
- Signing and dating the receiving document when verification is complete signifies the end of the check-in procedure.
- Check to see if your signature is readable!
Step 8: Marking the boxes
- Customers’ names or identification numbers should be placed on DTO material before it is placed in a distribution area.
- Customer receives material and signs receipt or receives notification that materiel is ready for collection and signing from receiving section.
- Official file copies are created when customers sign documents.
Step 9: Forwarding documents
- One package or a whole truckload can be delivered. Keeping track of all receipts is critical for business continuity.
- As you finish checking in each document, place it in a separate location where it won’t be mistaken for anything else.
- If the receipt is not processed and the bill is not paid in a timely way, interest may be imposed on commercial shipments.
- This is followed by a trip to stock control, where receipts are recorded into a computerized inventory management system (CIMS).