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Receiving personnel are responsible for maintaining files on shipments due in. File contents should be reviewed for planning purposes to ensure fast, accurate, and orderly receipt processing. When feasible, arrangements for receiving and storing any large-volume shipments should be made prior to the shipments’ arrival.
Each designated receiving location must account for, and provide evidence of, a receiving transaction for all material, merchandise, or supplies accepted by the receiving location. Receiving transaction information must be maintained in the receiving department and made available to the appropriate departments (e.g., Accounts Payable) to ensure the timely completion of the activities associated with the Invoices and Other Billing Information topic of the Make Payment task of USPS Supplying Practices Process Step 5: Measure and Manage Supply.
Receiving transaction information must be adequately safeguarded from theft, destruction, or unauthorized use. Receiving transactions must be uniquely identifiable, traceable, and accounted for periodically.
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