S 2.90 Checking delivery

Initiation responsibility: Head of Organisation, Head of IT

Implementation responsibility: Purchasing Department

Following receipt of a delivery, the following must be checked using the documents available,

• whether the delivery was ordered,
• for whom it is intended,
• whether there are any signs of damage in transit,
• whether it is complete, i.e. whether all the components ordered are there and whether all the components included within the scope of supply of the product in accordance with the product specification are there.

The results of these checks must be documented in a goods inwards register, together with:

• product name and version,
• type of product, e.g. word processing,
• scope of supply, i.e. description of the individual components including number and form of delivery (book, diskette, CD-ROM, ...),
• date of delivery,
• type of delivery,
• who took delivery of it,
• place where it is kept, and
• person to whom it was passed on.

The delivered products must be passed on to the IT department to enable functional tests and subsequent formal approval, installation and configuration to be carried out.

If the products are only being used or made available temporarily, e.g. for test purposes, as a minimum requirement the serial numbers and other product-specific identifying characteristics must be noted down in appropriate inventory lists. If the delivered products are scheduled to remain permanently, they must be marked with clear identifying characteristics (e.g. grouped consecutive inventory numbers). Following this, they must be included in an inventory list. This must give information on:

• identification characteristics,
• procurement sources, delivery times,
• whereabouts,
• approval date,
• installation date and peculiar configuration features, and
• maintenance contracts, maintenance intervals.

Review questions:

• Following receipt of a delivery, is it checked for completeness and correctness?
• Are the results of the check documented in a goods inwards register?
• Are delivered products marked with clear identifying characteristics and included in an inventory list?