Material Receiving & Inspection

Inventory Control Procedures

Objective

To ensure that all incoming materials are properly received, verified, and inspected before being recorded in the inventory system. This process prevents errors, ensures compliance with quality standards, and reduces material waste.

Scope

This applies to all incoming inventory, including:

• Raw materials and consumables for construction projects.

• Spare parts and maintenance materials for workshop operations.

• Fixed assets and tools received for company use.

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2.1 Receiving Process

All received materials must go through a structured verification process before being added to stock.

Step 1: Pre-Receiving Confirmation

• The Storekeeper checks the expected deliveries based on the approved Purchase Orders (POs) in the system.

• The receiving area is prepared for offloading and inspection.

Step 2: Physical Verification

• The Storekeeper checks:

  • The supplier’s delivery note against the Purchase Order (PO).

  • The material description, quantity, and specifications.

  • If the shipment includes multiple packages, each must be counted and verified.

Step 3: Quality Inspection

• The Quality Control (QC) team inspects:

  • If materials meet the required specifications and quality standards.

  • If items are damaged, defective, or missing.

  • If the correct brand/model is delivered.

Step 4: Documentation & System Entry

• If approved, the Storekeeper:

  • Creates a Goods Receiving Note (GRN) in the ERP system.

  • Stamps the supplier’s delivery note as "Received".

  • Places the items in assigned storage locations.

• If rejected:

  • The Storekeeper prepares a Rejection Report.

  • The QC team marks the materials for return.

  • The supplier is notified to arrange replacement or credit.

Inventory Supervisor's Role in Receiving

• The Inventory Supervisor does not attend every receiving event.

• Instead, they monitor overall store performance and ensure compliance with receiving procedures.

• They review stock movement reports and GRN records remotely.

• If receiving issues arise across multiple stores, they investigate and report to the Inventory Manager.

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Case Scenario: Receiving Damaged Materials

Scenario

A shipment of 200 bags of cement arrives, but 10 bags are torn and spilling.

Actions Taken

✅ DO:

• The Storekeeper stops unloading and informs the QC team.

• The QC team inspects all bags to determine if only 10 bags are affected.

• A Rejection Report is created for the damaged bags.

• The supplier is contacted to return or replace the damaged materials.

• A Goods Receiving Note (GRN) is created only for the accepted 190 bags.

❌ DON’T:

• Accept the delivery without proper inspection.

• Mix damaged materials with usable stock.

• Enter incorrect quantities into the ERP system.

• Delay reporting the issue, which could affect project timelines.

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Responsibilities

Role	Key Responsibilities
Inventory Manager	Ensures compliance with receiving policies and procedures.
Inventory Supervisor	Oversees store operations and reviews GRN reports remotely.
Storekeeper	Conducts physical verification and system entry for received stock.
QC Inspector	Performs material inspections and approves/rejects items.

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