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When a shipment arrives:
- Receiving personnel check the goods against the supplier’s delivery documents (i.e., packing slip, invoices, and bill of lading) and contractual requirements to ensure that the Postal Service has actually received the material ordered (this is the basis for subsequent activities of the Process Invoices and Make Payment topics of the Make Payment task of USPS Supplying Practices Process Step 5: Measure and Manage Supply).
- The receiving personnel are to visually inspect the shipment to confirm correct quantity and quality and that no shipping damage has occurred. All discrepancies must be noted on the receiving transaction and appropriately resolved with the supplier.
- In the event that goods are received damaged, the receiving department holds the goods for further action. When a container shows evidence of damage or pilferage (resealed or open containers), this must be called to the attention of the TMSP (also referred to as the carrier) representative at once and noted on the receipt bill of lading. Loss and Damage Reporting processes discussed below should be followed.
- A receiving report is prepared on which the results of the initial investigation are noted. This is a record of the shipment and the condition of its contents; it notes variances or discrepancies from the contractual requirement. If the order is considered complete, the receiving department closes out its copy of the purchase. If it is not, the contractual requirement is held open, awaiting completion.
- If the goods are in order and require no further inspection, then they will be routed to the originating department or to inventory (e.g., warehouse or stockroom).
- If the goods are not in order or further inspections are required, then the goods are checked to see whether they conform to specifications, which includes opening up packaging and inspecting for concealed damage (no apparent external container damages, but the product itself is found to be damaged when the container is opened). When damages are found, follow the process steps in Loss and Damage Reporting discussed below.
- Postal Service responsibilities after delivery and before Postal Service acceptance or rejection and notification will be addressed in the contractual documentation.
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