Parts Receiving & Stocking Procedure
Procedure: SP-004 | Version: 1.8 | Last Updated: 20 March 2025 | Owner: Marcus Chen
Step 1: Receive the Delivery
- Sign for the delivery from the courier (note any visible damage on the docket)
- Take the package to the workshop receiving area
- Do NOT open packages on the front counter — use the workshop
Step 2: Verify Against Purchase Order
- Print the corresponding Purchase Order from StockMate
- Open the package carefully — retain packaging for warranty returns
- Check each item against the PO: part number, quantity, description
- Inspect for physical damage — cracked screens, bent pins, dented chassis
- Note any discrepancies on the Delivery Docket before the courier leaves (if possible)
Step 3: Enter into StockMate
- Log into StockMate (
http://stockmate.local) - Click Receiving → New Delivery
- Select the Purchase Order
- Enter quantities received for each line item
- Add batch/serial numbers where required (drives, batteries)
- Print barcode labels for each item
- Attach barcode labels to items and packaging
Step 4: Shelving
| Category | Location |
|---|---|
| Laptop Screens | Shelf A1-A4 |
| RAM Modules | Shelf B1-B2 (Locked cabinet) |
| Storage (SSD/HDD) | Shelf C1-C3 |
| Batteries | Shelf D1 (Fire-safe cabinet) |
| Keyboards & Trackpads | Shelf E1-E2 |
| Power Supplies & Chargers | Shelf F1-F2 |
| GPUs | Shelf G1 (Anti-static bins) |
| CPUs | Shelf H1 (Locked, ESD-safe) |
| Misc | Drawer Unit |
Step 5: Report & Follow-Up
- Notify the requesting technician that parts have arrived
- Report any discrepancies to Marcus within 24 hours
- File the signed delivery docket in the PO filing cabinet (S:\Finance\POs\)
Discrepancy Handling
| Issue | Action |
|---|---|
| Wrong item received | Do not use — contact supplier for return/replacement within 48 hours |
| Damaged item | Photograph damage, contact supplier immediately, do not discard packaging |
| Short shipment | Note on docket, contact supplier to arrange balance delivery |
| Over shipment | Do not use excess — contact supplier for return or invoice adjustment |
Tip: Always check the delivery docket before signing. If items are missing or damaged, note it on the docket and contact the supplier immediately.