Receiving SOP Audit sheet

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

• Unauthorized staff movement not found in Receiving Department / Loading Bay area (2.1.1, 2.1.2)

  Safe

  At Risk

  N/A

• Opening and Closing checklist filed for the current month till date and maintained in Receiving Department. ( signed by Department Head Receiving and Duty Manager) (2.1.4)

  0

  1

  2

  3

  NA

• Sufficient lighting available in Receiving Department and Loading bay area (2.1.5)

  0

  1

  2

  3

  NA

• Receiving Department and Loading bay maintained in clean condition

  0

  1

  2

  3

  NA

• Dry stores is clean

  0

  1

  2

  3

  NA

• Goods displayed in dry stores as per demarcation

  0

  1

  2

  3

  NA

• Vendor returns stored separately and area is kept clean

  0

  1

  2

  3

  NA

• Wastage goods stored separately and area is kept clean

  0

  1

  2

  3

  NA

• Carton collection room and Garbage room is kept clean

  0

  1

  2

  3

  NA

• Heavy equipment's such as hand jacks, fork lift , trollies are maintained and found in good condition

  0

  1

  2

  3

  NA

• Weighing scale calibration records checked ( month to date maximum for last 15 days) (2.1.6)

  0

  1

  2

  3

  NA

• Weighing scale maintained in good condition, sample calibration shows no disparity in measurement

  0

  1

  2

  3

  NA

• Goods delivered are arranged on palletes and not on floor (2.2.11)

  0

  1

  2

  3

  NA

• LPO cabinet is checked every Sunday / Tuesday and Thursday and LPO exceeding the delivery deadline is returned back to the concern department. (2.4.4)

  0

  1

  2

  3

  NA

• Order control sheet used by the concern departments to handover LPO to Receiving Department. ( Check files - Month to date for maximum period of 15 days) (2.4.3)

  0

  1

  2

  3

  NA

Documents Receipt (3.1)

• All suppliers who have arrived at the Loading bay have submitted their Invoice and LPO copy to Receiving clerk (3.1.1)

  0

  1

  2

  3

  NA

• Supplier invoice is for the store delivered to (3.1.2.1)

  Yes

  No

  N/A

• Only Original LPO is now attached to the supplier invoice, each invoice has a separate LPO (3.1.2.2)

  Yes

  No

  N/A

• All the deliveries accepted is within the delivery deadline

  0

  1

  2

  3

  NA

• None of the deliveries are pending for more than an hour (reason being delay of LPO submitted to concerned department for rectification) (3.1.4)

  Yes

  No

  N/A

Unloading and Dock Checking (3.2)

• Receiving Voucher assigned to deliveries where documents accepted by Receiving Clerk (3.2.3)

  0

  1

  2

  3

  NA

• Manual receiving for goods other than weighted goods conducted by approval from Receiving Supervisor (3.2.3.1)

  0

  1

  2

  3

  NA

Palletise delivery (3.2.4)

• Delivery is checked against the no of palletes delivered by supplier and mentioned on the delivery note (3.2.4.3)

  0

  1

  2

  3

  NA

• Total stock received is verified by manual / PDT process before validating the VRN and stock handover to concerned department.

  0

  1

  2

  3

  NA

• Receiving clerk is not issued LPO or Invoice in case of PDT receiving (3.2.5)

  Yes

  No

  N/A

• All fresh deliveries are supervised by the concern Section Manager / Section Supervisor (3.2.6)

  0

  1

  2

  3

  NA

• Temperature check conducted for each and every fresh / refrigerated delivery. ( verify the Receiving Voucher min 15 cases against the "Temperature Log sheet") (3.2.7)

  Yes

  No

  N/A

• Temperature Checked for min 10% of each and delivery ( verify the Receiving Voucher min 15 cases against the "Temperature Log sheet")

  0

  1

  2

  3

  NA

• Plastic palletes used for reception of Fresh Delivery (3.2.10)

  0

  1

  2

  3

  NA

Receiving Checker (3.2.12)

• Scans one piece of each product from the delivery (3.2.12.1)

  0

  1

  2

  3

  NA

• Product description on PDT is checked against the product (3.2.12.2)

  0

  1

  2

  3

  NA

• Receiving Checker personally counts the total number of pieces of the product scanned and feeds it in the PDT (3.2.12.3)

  0

  1

  2

  3

  NA

• Expiry for each and every product is checked, does not allow more than two expiry dates and refers to the "Shelf Life Acceptance Levels"( check if Receiving Checker has the knowledge for the expiry levels acceptable and not acceptable by the store) (3.2.12.4)

  0

  1

  2

  3

  NA

• Once the scanning is completed, Receiving checker will confirm the total number of products received against the total number of scan on the PDT (3.2.13)

  0

  1

  2

  3

  NA

• After completion of scanning the goods and accepting the delivery, Receiving clerk writes the Lot no on receiving voucher (3.2.15)

  Yes

  No

  N/A

Manual receiving (3.2.16)

• Only LPO is used for manual receiving of goods (invoice maintained by receiving clerk) (3.2.16.1)

  0

  1

  2

  3

  NA

• Quantities of each product are written against the barcode on the LPO (3.2.16.2)

  Yes

  No

  N/A

• Expiry for each and every product is checked, does not allow more than two expiry dates and refers to the "Shelf Life Acceptance Levels"( check if Receiving Checker has the knowledge for the expiry levels acceptable and not acceptable by the store) (3.2.16.3)

  0

  1

  2

  3

  NA

• Once the counting is completed will verify the total numbers of products counted against the entries on the LPO (3.2.16.4)

  0

  1

  2

  3

  NA

Cash purchase of goods (3.2.17)

• Details available in the Receiving Department for Cash Purchases allowed for the store (3.2.17.1)

  0

  1

  2

  3

  NA

• Receiving Checker fills the product details and quantities received on "Blank Invoice Copy for Cash purchase" (3.2.17.3)

  Yes

  No

  N/A

• Invoice copy is submitted to Receiving Department with total cost of delivery along with Original LPO duly signed. VRN validated and stock released to concern Department (3.2.17.4)

  0

  1

  2

  3

  NA

Document Checking and validation (3.3)

• VRN are not submitted in gold in case of mismatch with Invoice ( check sample of maximum 20 invoices) (3.3.2)

  0

  1

  2

  3

  NA

• Receiving supervisor has confirmed the difference / reason in values of VRN and Invoice (3.3.4)

  0

  1

  2

  3

  NA

• Rejected goods are highlighted in Supplier Invoice and store invoice by receiving checker (3.3.4.3)

  0

  1

  2

  3

  NA

• Price difference are highlighted in Supplier Invoice and store invoice by receiving checker (3.3.4.4)

  0

  1

  2

  3

  NA

• Receiving Supervisor has approved the modification of VRN and signed the LPO/VRN/ Invoice Copy (3.3.5)

  0

  1

  2

  3

  NA

• Remarks on Invoice are counter signed by Supplier delivering the goods (3.3.6)

  0

  1

  2

  3

  NA

• Invoices are signed by Receiving Clerk and Receiving Checker along the "Receiving Stamp" (3.3.7)

  0

  1

  2

  3

  NA

• Receiving clerk has signed all the VRN which are ready for submission to accounts (3.3.8)

  0

  1

  2

  3

  NA

• All fresh food deliveries are stamped "Food Quality Approved" and signed by the concerned Section Manager / Supervisor who has received the goods ( minimum 20 deliveries checked) (3.3.9)

  0

  1

  2

  3

  NA

• Rejected goods not found un attended in the loading bay / receiving area (3.3.10)

  0

  1

  2

  3

  NA

• Receiving goods are promptly delivered to the back store of the section/department it belongs to (3.3.11)

  0

  1

  2

  3

  NA

Receiving High Value goods (3.4)

• List of High Value goods is available for reference

  0

  1

  2

  3

  NA

• High Value goods are received and stored in a secured place in Receiving department, before collected by the concern department (3.4.2)

  0

  1

  2

  3

  NA

• Concern Section Manager / Supervisor collects the High Value goods from receiving department after confirming the products against Receiving department copy of supplier invoice (3.4.2)

  0

  1

  2

  3

  NA

Cancelation of Reception (3.5)

• Vrn cancelation approved by concern Section Manager and Department Head Receiving (3.5.1)

  0

  1

  2

  3

  NA

• Reason for cancelation mentioned on the Receiving Department invoice Copy (3.5.2)

  0

  1

  2

  3

  NA

• Communication to Store manager, Department Head and Finance Head Country (3.5.3)

  0

  1

  2

  3

  NA

Goods Received by Weight (3.6)

• Only LPO used for receiving goods by weight

  0

  1

  2

  3

  NA

• Tare weight of the packing container or palletes is deducted from the total weight of delivery (3.6.2.3)

  0

  1

  2

  3

  NA

• In case of Fish delivery weight of ice is collected separately (3.6.2.4)

  0

  1

  2

  3

  NA

• Weight of each product is mentioned on the LPO

  0

  1

  2

  3

  NA

Goods Receiving not Holding Inventory (3.7)

Supplier Invoice and Supplier Delivery Note presented to Receiving Department (3.7.1)

• Following documents are available Supplier Invoice + Supplier Delivery Note + POS bill + Geant Delivery Note + Original LPO copy. ( LPO has valid Signature, Product detail on POS invoice match Geant delivery note and supplier delivery note) (3.7.1.3)

  0

  1

  2

  3

  NA

Supplier Invoice and Supplier Delivery Note not presented to Receiving Department (3.7.2)

• Reception done and validated only because of stock take (original invoice not submitted by Supplier)

  0

  1

  2

  3

  NA

• Receiving department will verify the VRN already submitted to Finance Department against the Invoice submitted later by the Supplier (3.7.2.6.2)

  0

  1

  2

  3

  NA

• Home Delivery has updated records for reception of goods without the supplier invoice and delivery note.(3.7.2.6.5)

  0

  1

  2

  3

  NA

FOC Goods Receiving (3.8)

Validation in GOLD (3.8.2)

• LPO for FOC goods along with purchased quantity are updated as "Free Quantity" and "Purchased Quantity" on VRN (3.8.2.1)

  0

  1

  2

  3

  NA

• LPO not raised for FOC goods delivered by supplier 100% discount passed on the product (3.8.2.2)

  0

  1

  2

  3

  NA

• Copy of VRN and Invoice for FOC goods maintained in Receiving department (3.8.3)

  0

  1

  2

  3

  NA

• Goods are received as FOC that are a part of GOLD ( barcodes are listed in GOLD) but are delivered as free for customers. Promotion in IBM to give the FOC goods at "Zero" Selling price when scanned along with the parent goods.

  0

  1

  2

  3

  NA

Premium Goods (3.9)

• Goods are received as premium goods because they are not part of GOLD (barcodes are not listed in GOLD) and are delivered as free for customers

  0

  1

  2

  3

  NA

• Premium goods that are not bundled (taped) to the parent product are handed over to the customer service desk and updated on the "Premium Stock Register" (3.9.2)

  0

  1

  2

  3

  NA

• Receiving Department maintains records of all Premium Goods received by the store (3.9.3)

  0

  1

  2

  3

  NA

Handling Imports and Documentation (3.10)

• Short deliveries as per Invoice deducted from VRN and received as per actual ( Check minimum 10 latest deliveries) (3.10.7)

  0

  1

  2

  3

  NA

• Import goods in custody of Receiving Department and not cleared for sale tagged "Not for Sale" (3.10.8)

  Yes

  No

  N/A

• Wastages records checked for Imports goods not passing quality and local authority check. ( Reference the records check wastages booked ) (3.10.9)

  Yes

  No

  N/A

Document Control and Submission (3.11)

• Receiving department maintains a copy of the Receiving Log sheet ( check records for month to date, maximum 15 days) (3.11.1)

  0

  1

  2

  3

  NA

• Verify the current days set ready for dispatch to accounts (Each set must contain Receiving Voucher + Original LPO duly signed + VRN duly signed + Delivery Note/ Invoice stamped and signed ) (3.11.2)

  0

  1

  2

  3

  NA

• Verify Receiving Supervisor has checked and signed the Receiving Log Sheet. (3.11.3)

  0

  1

  2

  3

  NA

Modification of VRN next day after Submission (3.12)

• The modification / investigation initiated/ approved by the Finance Department

  Yes

  No

  N/A

• Investigation was conducted by physical check and count of the products in question. It was carried out by concern Section Manager and Receiving Supervisor. Duly signed (3.12.2)

  0

  1

  2

  3

  NA

Mismatch in product details on Invoice and VRN

• New Invoice is submitted for changes/ supplier has signed the remarks on the Receiving department copy(3.12.4.3)

  0

  1

  2

  3

  NA

• Goods that where not supposed to be received are returned to supplier by Goods Exit Form (3.12.4.4)

  0

  1

  2

  3

  NA

• Both the copies of Vrn original and modified attached to the final submission, duly signed by Department Head Receiving (3.12.5)

  Yes

  No

  N/A

• Barcode requisition forms duly filled as per details required.( match the invoice if available) ( Check maximum 20 forms) (4.12)<br>

  0

  1

  2

  3

  NA

• Barcode requisition forms are signed by Receiving Supervisor

  0

  1

  2

  3

  NA

• Supplier name and signature along with their Civil ID/ CPR Number/ Emirates ID available on the Barcode requisition (4.1.4)<br>

  0

  1

  2

  3

  NA

• Only current month Barcode requisition is maintained in the file (4.1.5)

  0

  1

  2

  3

  NA

• Appendix A – Opening checklist. (GR / OPGCHK / 01)

  0

  1

  2

  3

  NA

• Appendix B – Closing checklist. (GR / CLSCHK / 01)

  0

  1

  2

  3

  NA

• Appendix C – Food Safety Management for Receiving Department ( Weekly Thermometer Calibration)

  0

  1

  2

  3

  NA

• Appendix C – Food Safety Management for Receiving Department (Daily Cleaning Checklist)

  0

  1

  2

  3

  NA

• Appendix C – Food Safety Management for Receiving Department (Daily Personal Hygiene Checkup)

  0

  1

  2

  3

  NA

• Appendix D - Weighing scale calibration. (GR / WGHSCLCLB /01)

  0

  1

  2

  3

  NA

• Appendix H - Barcode Requisition. (GR / BARREQ / 01)

  0

  1

  2

  3

  NA

• Appendix J – Shelf Life Acceptance levels. (GR / SHLACCLEV /01)

  0

  1

  2

  3

  NA

• Appendix M – Daily Temperature Log sheet. (GR / DLYTEMPLG / 01)

  0

  1

  2

  3

  NA

• Appendix O – Receiving timings. (GR / RECTMNG / 01)

  0

  1

  2

  3

  NA

• Appendix P – Order control sheet. (GR / ORDCNTSHT / 01)

  0

  1

  2

  3

  NA

• Appendix Q – Blank Invoice copy for Cash Purchase. (GR / BLNKINVCP/ 01)

  0

  1

  2

  3

  NA

• Appendix R – Receiving voucher. (GR / RECVCH / 01)

  0

  1

  2

  3

  NA

• Appendix S – Receiving Stamp. (GR / RECSTAMP / 01)

  0

  1

  2

  3

  NA

• Appendix T – Food Quality Approved stamp format. (GR / FODQLTYSTM / 01)

  0

  1

  2

  3

  NA

• Appendix U – Receiving Log Sheet. (GR / RECLOG / 01)

  0

  1

  2

  3

  NA

• Appendix V – Premium Stock Register. (GR / PRESTKREG / 01)

  0

  1

  2

  3

  NA

• Appendix W – Goods Exit Form. (GR / GDEXT / 01)

  Yes

  No

  N/A

• Supplier Rules and Guidelines (displayed in Docking area)

  0

  1

  2

  3

  NA