Receiving Procedures

by | May 20, 2022 | Resources

A misconception exists that every time something turns up damaged or missing that it is always the carrier’s fault.  The reality is poor packaging from the vendor, carrier/ warehouse, and site handling/receiving negligence all can contribute to responsibility issues.  The transportation industry has a specific set of guidelines that the courts have upheld to pinpoint liability.

Obvious damage is generally the easiest to establish responsibility but only if this is notated on the carrier’s delivery paperwork.  Extent of damage must be very specific.  “Not having time” to do proper receiving will result in denials from the carriers of any responsibility causing a loss that generally cannot be recouped.

Concealed damage issues will almost always generate problems assessing liability simply because this generally occurs because of poor packaging and is not identified until after the delivery is completed.   Issues of broken glass typically should have been caught at the time of delivery.  Sound receiving procedures should be mandatory for every receiver of goods.  Installers / GC’s should be contractually liable for any damages not reported at the time of delivery.

1.      When receiving any shipment the following steps should be followed:

·         Count the number of pieces received and verify amounts against delivery documents.

·         Visually inspect each piece for damage as it is unloaded and listen for apparent glass breakage.

·         Check the packing slip to make sure order shipped complete.

·         Open all cartons and inspect contents as soon as possible.

·         If there is potential damage open the cartons and inspect the contents before the carrier departs.

·         Contact the carrier or representative immediately.

2.      If Damages are apparent –

·         Note damages on carrier’s delivery document.

·         Have driver sign all delivery documents for returns

·         Keep all shipping containers and inner packaging otherwise claim will be denied.

·         If possible, do not move freight from unloading point.

·         Notify designated Fastrans contact immediately if a claim must be initiated.

·         Do not discard any products as these items will be the property of the carrier if they are found to be liable.

·         Damage notation should be – crushed cartons, holes, broken protruding pieces, rattles, water stains or any “obvious to the eye” discrepancies.

3.      Overages –

·         Never accept items not ordered.

·         All items not requested must be returned to the warehouse to maintain proper inventory accountability.  No exceptions please.

·         Notate the returning items on the delivery ticket as “not ordered”.

4.      Losses / Shortages –

·         Note loss / shortage on delivery document and have driver sign.

·         Notify designated Fastrans contact immediately if a claim must be initiated.

5.      If losses / damages are not apparent at time of delivery:

·         Same instructions as above – Failure to notify Fastrans within 48 hours will result in denial of responsibility.  Moving goods within a facility without inspecting may result in a denial of claim.

6.      Fastrans and Installer / GC should notify purchasing unit of any product that is not useable immediately following delivery so corrective action may be taken.

7.      Logistics provider will contact all concerned to communicate potential loss and initiate an analysis/claim process against the carrier/warehouse.  Physical inspections by the carrier or outside inspection service employed by Fastrans must be completed before an actual claim may be filed.  Transportation law has allowed carriers to repair items as opposed to total replacement.

8.      When the carrier acknowledges loss/damage responsibility the goods become their property when payment is completed.