9. Receipt and dispatch

Receipt and dispatch of goods should be handled by the logistics unit. For more information, refer to Chapter 15 Logistics. The procurement unit will often be asked to take responsibility for the receipt and dispatch of some goods. In this event, consult the guidelines at Chapter 15 Logistics, and ensure the following steps are taken:

• As far as possible, ensure the person receiving the goods is not the person who procured the goods.
• Check the goods to ensure quality and that they conform to the specifications ordered (including type, brand and model, quality and quantity).
• Document the receipt of goods in a Goods receiving note (see section 10.2)
• Any shortages, damages or losses should be properly noted on the supplier’s waybill and the Goods receiving note, and placed on the procurement file.
• Coordinate with the programme and logistics units to arrange transport of goods to the required destination.