3100 Main Loading Dock
Hours of Operation
Loading dock hours are Monday through Friday, 7 a.m. to 5 p.m. Large deliveries should be scheduled on the weekends and coordinated through the loading dock supervisor.
Procedures
General contractors, subcontractors and vendors must sign in at the loading dock. Valid identification must be presented. the loading dock supervisor will issue a vendor proximity badge that will allow for operation of the freight elevator and access to secured areas. All badges must be returned to the loading dock supervisor before exiting the building. It is prohibited for vendors to use the passenger elevators at any time to transport equipment, materials, packages or employees.
Distribution Terms
Freight Bill
A form used by our carriers to provide a proof of delivery. This form will provide the customer's name and address, purchase order number and carton/pallet count. Any problems associated with this shipment, such as damaged product, shortages, etc., must be noted on the freight bill when the freight bill is signed.
Packing Slip
The form used by our suppliers to communicate the shipping status of each item on our purchase order. The document will provide the quantity of each item shipped and identify back-ordered items.
Purchase Order (P.O.)
A form used by our Purchasing Department to document the purchases they make. The system will assign a purchase order number to this form. This purchase order number is used by the receiving team in the receipt of the shipment.
Receiving Report
The receiving report is the document used by the receiving team to physically "check-in" a shipment. The document will provide the P.O. number, the item number and order quantity for each item on the P.O. The receiving report is frequently, and incorrectly, called a purchase order. The two words should not be used interchangeably.
Back Order
An item that is currently out of stock with our supplier. The supplier will ship the item as it becomes available.
Pallet
A wooden frame on which merchandise is shipped to our facility. A pallet has support boards that ride under the forks of lift equipment.
Shipping and Receiving Procedures
The following directions only apply for deliveries made to HCC. If a delivery comes in for a tenant, the loading dock supervisor need only contact the tenant and inform them of the delivery.
The loading dock supervisor (LDS) shall ensure the following activities are completed for all materials received on site that require HCC care, custody and control. The LDS shall not open packages. It is the responsibility of the HCC LDS to "check off" the largest unit of delivery only! It will be the responsibility of the originating department to verify actual item count within packages.
Delivery of Materials
1. Verify the incoming shipment is consigned to HCC by checking the address/company on the freight bill.
2. Review the freight bill for any notations of shortage or damaged cartons.
3. Make sure pallets delivered are wrapped or not; note it on the freight bill and indicate number of wrapped/unwrapped pallets on the freight bill.
4. Verify your pallet or carton count.
5. Retrieve the packing slip from each pallet/carton.
6. Review the purchase order numbers listed on the freight bill and verify that we have received a packing slip for each P.O. number that is listed on the freight bill.
7. If no packing slip is provided, list the P.O. number on a note pad so that an HCC a materials receiving report can be printed. Continue this process until all packing slips are removed and purchase order numbers for those shipments without packing slips are listed.
NOTE: Training will be provided in PeopleSoft for printing receiving reports.
Shipment Receipt
Every item ordered/delivered must be accounted for and all discrepancies must be resolved (by documentation) before paperwork is signed and forwarded to the proper department. The process for shipment receipt is as follows:
1. Visually inspect the pallets of the shipment. Review the pallet or carton as applicable to ensure the merchandise belongs to HCC.
2. Identify any damaged cartons that were listed on the freight bill, along with any additional damaged cartons that you may find. Remove these cartons from the shipment for later processing.
3. If the shipment contains several pallets covering multiple P.O.'s, you should group the pallets of each P.O. together. This will increase your efficiency and accuracy.
4. Retrieve the materials receiving report (MMR) from the computer.
5. To ensure that every carton is received, it is best to start on one side of the pallet and mark each carton as it is checked. Once all cartons on one side of the pallet have been checked, proceed to the next side of the pallet.
6. Circle the quantity received on your MRR form. If the quantity received is different than the quantity ordered, line through the quantity ordered, write the received quantity and circle it.
7. After you have finished verifying that every carton on each pallet has been received, we must account for damaged or missing items.
Resolving Discrepancies
Damaged or Missing Items
1. If damaged cartons were noted on the freight bill, the comment "Damaged Cartons-See Freight Bill" must be noted at the top of the materials receiving report. If a damaged product has been set aside, circle the full quantity received, including damaged quantities, and note the damaged quantity in the margin to the right of the item (# Damaged).
2. For items not received, review your materials receiving report for items not circled. Find the item on the packing slip and determine its disposition. If an item is back ordered, you must line through the P.O. quantity (on the materials receiving report) and write "B/O" (back ordered) to the right of the item. If the supplier ships a partial quantity, line through the P.O. quantity, indicate quantity received and circle it (# R), then indicate the quantity back ordered (# B/O).
3. If the item is not listed on the packing slip, write N.O.P.S. (Not on Packing Slip) in the margin to the right of the item. This will indicate that the status of the item is unknown.
4. If the packing slip indicates an item has been shipped and it cannot be found, indicate DNR (Did Not Receive) in the margin to the right of the item. The LDS and carrier must initial the comment.
Overages and Misfiled Items
1. If the supplier ships a quantity greater than our P.O. quantity, simply line through our P.O. quantity and note and circle the new quantity.
2. If an item was misfiled by the supplier, indicate and circle the quantity of correct merchandise receive (if any) on the materials receiving report and note "Misfiled - See Add-on" in the margin to the right of the item.
3. Misfiled items must be listed as an "Add-on" item. First, turn to the last page of the materials receiving report (if only one page, go to the bottom) and then list the item as the last item received. The quantity received must be noted and circled. The merchandise type, item number and description must be noted.
Processing the Received Paperwork
The final step in the receiving process is preparing the paperwork. Proper attachment and notation of the paperwork will facilitate other departmental processes.
1. After all comparisons and notations have been made in receiving a shipment, staple the packing slip behind the last page of the corresponding materials receiving report, then staple the freight bill behind the last packing slip of the shipment.
2. The LDS must sign his/her name on the first page of the materials receiving report at the bottom left corner for each order received.
3. Central Receiving Department
4. The LDS must call or inform the originating department for pickup.
5. The representative of the department responsible for picking up a shipment must sign the HCC receiving log upon receipt.
6. A copy of the HCC materials receiving report with all notations shall be made and kept on file in the loading dock office.
7. All other paperwork will be forwarded to the originating department for proper dissemination and PeopleSoft data entry.
