Office Practice N4 | Steps to follow when receiving stock

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Question

Explain the procedures that a management assistant should follow when receiving office stock.

Compare Quantity and Condition with Delivery Note

Upon receiving office stock, the management assistant must begin by carefully comparing the quantity and physical condition of the items delivered with what is listed on the delivery note. This step ensures that the supplier has delivered exactly what was ordered, in the correct amounts, and without any visible damage. It requires careful inspection to confirm that there are no broken items, missing components, or unrequested substitutions. Any discrepancies at this stage can affect stock levels, financial planning, and overall operations, making this step a critical part of inventory control and procurement accountability.

Report Damages and Breakages

If any items are found to be broken, defective, or damaged in transit, the management assistant is responsible for documenting and reporting these issues immediately. This may involve compiling a detailed report and informing the supplier or courier service to arrange for a return, replacement, or refund. Prompt reporting not only safeguards the organization’s rights but also ensures smooth follow-up and resolution processes. Failure to report such damages can lead to operational delays or financial losses, especially if the items are essential for day-to-day functioning.

Bring Discrepancies to Sender’s Attention

Any inconsistencies between what was received and what was ordered—such as incorrect quantities, different items, or unlisted substitutions—must be communicated to the sender without delay. This communication should be formal and well-documented to ensure that corrective action can be taken. The management assistant must not overlook small discrepancies, as they can lead to larger inventory inaccuracies and mistrust in the supply chain. Prompt attention to such issues also supports good supplier relationships and efficient problem resolution.

Acknowledge Receipt by Signing Delivery Note (If in Good Order)

Once it is confirmed that the goods received match the delivery note and are in good condition, the management assistant should sign the delivery note to formally acknowledge receipt. This signature signifies that the organization accepts the items as ordered and that the responsibility for the goods now lies with the company. However, this should only be done after a thorough and accurate check is completed, as the signed note may later serve as legal proof of acceptance in disputes or audits.

Do Not Sign if Goods are Incorrect or Damaged

The delivery note should not be signed if any items are incorrect, missing, or damaged. Signing in such circumstances can imply acceptance of the order as-is, making it difficult to claim refunds or replacements later. The management assistant must withhold their signature and initiate a formal complaint or return process instead. This ensures the organization does not take responsibility for goods that are not in accordance with the purchase agreement, thus protecting both operational efficiency and financial integrity.

Check if Delivery Note is Included

Before processing the stock any further, the management assistant must verify that the delivery note is included in the package. The delivery note is an essential document for verifying what was delivered and is used to cross-check the actual items received. Without this document, it becomes difficult to confirm the details of the delivery, which can delay internal stock recording and financial reconciliation. Therefore, locating or requesting the delivery note is an essential step in proper stock receiving procedures.

Ensure All Goods Have Proof of Receipt

Every delivered item should be accompanied by valid proof of receipt such as a delivery note or invoice. This documentation acts as formal evidence that goods were delivered, and it supports the integrity of inventory records. The presence of proof of receipt ensures transparency and allows the organization to trace the movement of stock from supplier to storage, which is essential for both internal audits and external financial reviews.

Enter Delivered Stock into Stock Register

After verifying the order, the management assistant must accurately log the newly received items into the stock register. This record includes details such as item description, quantity, date of delivery, and source. Keeping an up-to-date and accurate stock register helps prevent shortages, avoid overstocking, and streamline inventory audits. This also supports future procurement planning and contributes to overall operational efficiency.

Attach Invoice or Order Form to Delivery Note and Send to Finance

To support payment processing and financial tracking, the management assistant must attach the invoice or original order form to the delivery note and forward the entire set of documents to the purchasing or financial department. This ensures that payments are made only for goods that were actually delivered and accepted, and allows for accurate reconciliation between budgeted and actual expenditures. It also helps the finance team to maintain orderly and traceable records of transactions.

Keep All Supporting Documents for Bank Reconciliation

It is essential to retain all delivery-related documents such as the delivery note, credit notes, debit notes, and invoices. These documents are used during the bank reconciliation process to match payments made with goods received. Proper documentation enables transparency and accuracy in financial management and protects the organization in case of audits, payment disputes, or stock inconsistencies. Organized record-keeping also facilitates efficient workflow and internal accountability.

Complete the Goods Received Form

As a final step, the management assistant must complete the goods received form, an internal document that confirms that stock has been received and processed according to standard procedures. This form typically captures details such as item descriptions, quantities, delivery date, and the names of individuals who verified the goods. Completing and filing this form ensures an additional layer of verification and becomes a part of the organization’s official stock records, supporting both traceability and compliance.

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