Receiving is the point where an ordering mistake can be caught before it reaches the cleaning team. A short checklist should confirm the product and quantity without requiring untrained employees to open containers or investigate damaged chemical packaging.
Compare the delivery with the order
Check the full product name, container size and quantity against the purchase order or agreed supply record. Include any expected accessories or documents. Do not treat similar packaging or a familiar colour as proof that the correct product arrived.
If a substitute is supplied, hold it out of normal use until the authorised person confirms suitability and the necessary instructions. A delivery driver’s assurance is not a replacement for your product-approval process.
Inspect without creating exposure
Follow the workplace receiving procedure for visible packaging damage, leaks or unclear labels. Do not handle a damaged container beyond your training or attempt an improvised cleanup. Keep the site’s incident and supplier-contact route readily available.
Record the discrepancy with enough detail for the supplier to identify the shipment. Take photographs only where this can be done safely and without disturbing damaged packaging.
Keep the record useful
Use these fields:
- Order and delivery reference.
- Delivery date.
- Product and package size expected.
- Quantity received and accepted.
- Visible issue or substitution.
- Person notified and agreed resolution.
- Stock record updated by.
Where a product has batch or date information, record it according to your operation’s traceability and stock-rotation procedures. Ask the supplier how to interpret unfamiliar markings rather than assuming they are expiry dates.
Complete the handover to storage
Move accepted stock into the approved storage arrangement and update the inventory. Keep any held items clearly separated under the site’s procedure so they are not used accidentally while a discrepancy is being resolved.
The reorder-point guide helps connect receiving with purchasing. Keep current Aspin safety documents accessible and use the full product name when contacting Aspin about a delivery question.