Guidance on taking delivery of goods
A clear process is required in order to ensure that all goods procured by the customer are accounted for and can be traced. This guide has been created with an aim to enable you and our dealer to manage deliveries quickly, safely and effectively.
The most common issues surrounding deliveries are over / under deliveries, damaged and incorrect goods. There are a few things which can be done to reduce your risk and liability.
It is good practice to ask the supplier for an acknowledgement and check this against the purchase order, if anything is different contact them as soon as possible to advise and ask for a further acknowledgement to confirm they understand. Although this can be done via the telephone the outcome of all conversations should be confirmed in writing and a copy should be retained with the purchase order. It is your responsibility to check that the items ordered are correct.
If you are to receive goods which are large or hazardous ensure you are clear about exactly when they will be delivered and arrange for appropriate staff and facilities to be in place. Ideally such goods will be covered by a contract with appropriate special terms and conditions, please contact Procurement Services for advice. If purchasing large items, check that there is adequate space for the item and access for the delivery.
When a product is delivered check as much as possible whilst the delivery person waits, if they are in a hurry only sign the delivery note if you can also write “unchecked”. If boxes look as though they are damaged you have two options:
- Refuse the delivery
- Accept the delivery, make the delivery person aware and sign for the goods clearly writing damaged on the delivery paperwork
In both situations you should call your supplier immediately and report the problem, back up all telephone calls with a written confirmation. If you arranged the delivery directly with the courier yourself, the responsibility will be yours to prove that it was the courier who caused the damage to the products not you. In this instance it is really important that you acknowledge any damage immediately, directly to the delivery person and then to their company. If the supplier arranged the delivery, again make the delivery person aware however the seller is responsible for dealing with the problem and have a contractual responsibility to supply you with goods which are of satisfactory quality.
All the goods delivered to the customer from the port of sale to destination will be charged as per the size, quantity, weight and the port of delivery. The charges will vary from package to delivery points. All the delivery charges will be paid to the concerned agency at the time of delivery.