Accepting a Delivery

 

Overview

Deliveries are undertaken by various couriers and normally present themselves at the physical shutters.

The process of accepting a delivery in has the following main stages: -

·        Physical Receipt Stage (logging delivery, counting & checking, sign off any paperwork)

·        Relocation to Goods In Stage

 

These are outlined below.

 

Physical Receipt Stage

  1. The first step is to obtain an ipad to log the delivery
    Important: Every incoming delivery to TOT must be logged

  2. Open Goods In on live.totshirts.co.uk.

  3. The Deliveries layout will be shown.

  4. With reference to the delivery being unloaded, count the number of outers, and record the following details in the ipad Deliveries layout

    Your name under Staff (1)
    The delivering courier (2)
    The number of outers (3)





    Once you have recorded these 3 values click New Delivery (4)

    Note: If the Staff Member/ Courier / Outers  value you want to select is not shown click on the field at the bottom of the layout to bring up a value list of additional selectable values


    If you require additional values and/or wish the values that are displayed by default to be altered see Changing Default Values shown on Goods In Database

  5. A delivery receipt log entry is created - note the time / date-stamp are automatically recorded.

    Use the Camera icon (1) to take a picture of any paperwork that accompanies the delivery.  Do this after you have checked the paperwork against the outers. If there are any discrepancies ensure they are marked on the paperwork, and you upload an image of it.
    tip: You can take multiple pictures, so take pictures of the outers if needed - for example they are in a damaged state.

    Record the location (2)  of where you are temporarily placing the delivery's outers.

    Use Notes / Images (3)
    - to record additional details in the notes field(1).
    - you can also use Record Delivery Notes(2) to activate voice recording on the ipad - allowing you to record verbal notes.

 

  1. Next, you can physically sign any delivery note that the courier is requesting we sign as proof/acceptance of delivery.

  2. You will have already checked any delivery note versus the outers whilst recording the details in the deliveries database., and there are two possible outcomes:-

    1. No Discrepancies: In which case sign the delivery note
    2. One or more Discrepancies: For example, the number of outers doesn’t match - In which case
      1. ensure you note the discrepancies on the courier’s delivery note.

      2. Then  sign off the delivery.

      3. Double check that you have taken an image of the delivery note with the marked up discrepancies and uploaded this against the record in the deliveries database.

Note:  It is essential that any discrepancies found are recorded on the courier’s copy of the delivery note and uploaded into the Deliveries Database.
By doing so you remove our liability should there be any disputes / queries regarding this delivery.

Also, it is critical that every single delivery to TOT is logged in the Deliveries database as this forms the golden source of information as to what turned up, from whom, on which date and time. It is the single source for proving a delivery was received.

 

Relocation Stage

  1. Once the delivery record has been created and populated, and any paperwork signed off, and the outers  physically relocated to an holding area, the next stage of the process is to organise  / separate it into consignments.