Goods Receipt
This process includes the activities necessary for checking the goods on arrival at parts warehouse and for correctly managing the spare parts storage and allocation.
The correct application of this process assures:
- Immediate management of issues related lost goods, incorrect quantity delivered, damaged goods, etc.;
The goods receipt process includes two main phases:
- Goods and DDT/ Invoice check
- Goods storage
Goods and DDT/Invoice Check
The Dealer/ Importer, on arrival of the goods at their parts warehouse, shall perform the following operations:
- Receiving the goods;
- Immediately inspecting and identifying any damages due to transportation or poor packaging, or improper package opening *;
- Applying the following on the Proof Of Delivery or, if not available, on carriage document (DDT, delivery note) or invoice:
○ Stamp
○ Date of receipt
○ Legible signature
○ Wording “subject to inspection”
○ The detail of eventual missing parts, noncompliance or damages.
- Have the carriage document (DDT) or invoice signed by the carrier.
* The packaging shall be sealed with a branded adhesive tape and/or thermo-welded, branded plastic tape.
Below please find an example of a DDT and invoice correctly completed.
For details about the procedure to follow on arrival of goods, please see the circular letter MAS002968 Genuine parts anomaly claim”, available on ModisCS+/ Bulletins/ Parts Communication/ View Parts Communication.
An abstract version of the DDT (delivery note) in MS Excel format, is available on ModisCS+ portal following the path (except for those dealers who do not receive parts directly from HQ).
Goods storage
Once the received goods have been inspected and recorded on dealer’s DMS, the Parts Department staff performs the goods’ storage.
To properly stock the goods into the warehouse, it is necessary to follow 7 main rules:
- Vertical storage
- Storage based on goods’ type
- Storage based on weight
- Only one spare part for each location
- Level of accessibility related to the spare part’s level of handling
- Anomalies pointing out
- Quick (ABC classification)**
In order to decide the right location for the different spare parts in the warehouse, it is also necessary:
- To reduce the handling efforts for the mainly used parts;
- To avoid positioning delicate or breakable spare parts (e.g. windscreen) in the most beaten areas, in order to reduce the risk of accidents;
- To organize the spare parts with expiry date so that the oldest ones are always the more available for sale.
It is also advisable to dedicate some shelves to sell out and pre-picking (near the workshop to make it easier for spare parts picking for the interventions to be performed).
The parts replaced under warranty, that are not required to be returned, should be stored so that it is possible to check quickly the work order closing date, in order to dispose of them easily.
** This kind of classification involves the classification of goods into three categories, in order to evaluate their impact and to determine the critical parts on which the dealer has to focus (e.g. parts with high turnover and high sales volume).
It is also advisable to dedicate some shelves to sell out and pre-picking (near the workshop to make it easier for spare parts picking for the interventions to be performed).
The parts replaced under warranty, that are not required to be returned, should be stored so that it is possible to check quickly the work order closing date, in order to dispose of them easily.
