Our Receiving Policy outlines essential procedures and guidelines for managing the receipt of inventory, non-inventory items and services. It emphasizes the significance of documented policies as crucial components of efficient operations and internal controls. This tool defines the roles and responsibilities of key personnel involved in the receiving process, including receiving clerks, goods requestors, service requestors, accounts payable teams and purchasing groups. By establishing clear protocols, this policy aims to ensure accurate financial reporting and safeguard company resources.

Included in the document are two samples that detail standard procedures for receiving goods and services. Sample 1 addresses the overall receiving process, including the inspection of shipments and handling discrepancies. Sample 2 focuses on specific procedures for inventory and non-inventory items, as well as services, outlining the verification and documentation required at each step. Together, these samples provide a structured framework for organizations to adapt and implement, promoting accountability, compliance and operational efficiency in their receiving functions.

Sample procedures include:

• The receiving department files the purchase orders according to the purchase order number.
• The guard reviews the shipper’s documents for the correct location of the shipment when it arrives.
• The receiving clerk inspects all shipments arriving at the receiving dock to ensure that they are sent to the appropriate location.
• The receiving clerk verifies that any returns include a valid RMA number and enters the receipt against the RMA order.