Podcast
Questions and Answers
Upon arriving at the receiving area, what is the first step in the inventory receiving process?
Upon arriving at the receiving area, what is the first step in the inventory receiving process?
- Check for external damage to the shipping container. (correct)
- Secure the item in a safe location.
- Compare the packing slip to the items received.
- Inspect the Inventory Item for damage.
What is the purpose of the packing slip in the inventory receiving process?
What is the purpose of the packing slip in the inventory receiving process?
- To verify the quality of items received.
- To record the date and time of the item's arrival.
- To indicate the vendor's contact information.
- To confirm the quantity of items received. (correct)
If the shipping container is damaged but the Inventory Item appears intact, what is the recommended course of action?
If the shipping container is damaged but the Inventory Item appears intact, what is the recommended course of action?
- Document the damage and contact the vendor to discuss potential issues. (correct)
- Immediately inspect the Inventory Item for internal damage.
- Accept the shipment and continue the receiving process.
- Reject the shipment and contact the vendor.
What happens to the Inventory Item after it has been inspected and deemed acceptable?
What happens to the Inventory Item after it has been inspected and deemed acceptable?
What is the significance of a packing slip in the inventory receiving process?
What is the significance of a packing slip in the inventory receiving process?
What happens when an Inventory Item is determined to be in serviceable condition and the paperwork matches?
What happens when an Inventory Item is determined to be in serviceable condition and the paperwork matches?
What is the purpose of processing receipts for Inventory Items?
What is the purpose of processing receipts for Inventory Items?
What happens to items that are not immediately needed by Work Teams (WTs) or Work Groups (WGs) ?
What happens to items that are not immediately needed by Work Teams (WTs) or Work Groups (WGs) ?
What happens to the quantity available for issue when a partial quantity receipt is processed?
What happens to the quantity available for issue when a partial quantity receipt is processed?
What is the significance of recording the final price on the NexGen receipt?
What is the significance of recording the final price on the NexGen receipt?
In what situation is a manual adjustment to the budgeted amount on the SFD required?
In what situation is a manual adjustment to the budgeted amount on the SFD required?
What document is used to capture final cost adjustments not documented on the PO?
What document is used to capture final cost adjustments not documented on the PO?
Who is responsible for validating the items received against the PO and vendor invoices?
Who is responsible for validating the items received against the PO and vendor invoices?
What is the purpose of the AFCEC/COOM Standard Header and Naming Convention document?
What is the purpose of the AFCEC/COOM Standard Header and Naming Convention document?
What primary system is used by MC to process receipts and invoices?
What primary system is used by MC to process receipts and invoices?
What happens to the quantity on order when a partial quantity receipt is processed?
What happens to the quantity on order when a partial quantity receipt is processed?
Flashcards
Receiving
Receiving
The act of taking possession of products for inspection, stock or use.
Inspecting
Inspecting
Examining delivered products for conformance to specifications.
Packing Slip
Packing Slip
A document listing the items shipped and received from a vendor.
Receipt Processing
Receipt Processing
The act of documenting and recording received items for inventory tracking.
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Work with Vendor
Work with Vendor
Collaborating with suppliers to resolve issues with delivered items.
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Serviceable Condition
Serviceable Condition
The state of an item being fit for use after inspection.
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Secure Area
Secure Area
A designated space for safely storing received items until needed.
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Timely Recording
Timely Recording
The prompt documentation of received items in the system.
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Order fulfillment
Order fulfillment
The process by which items are ordered and issued to fulfill work ticket requirements.
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Receipt in NexGen
Receipt in NexGen
A record processed in NexGen to document the final price of an item upon receipt.
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Partial quantity receipt
Partial quantity receipt
A receipt processed when a vendor ships a lesser quantity than ordered.
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Cost change coordination
Cost change coordination
When a cost change occurs post-invoice, collaboration between the CoMC and CE Financial Manager is required.
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Final cost adjustments
Final cost adjustments
Adjustments captured on an invoice that can increase or decrease the GOCESS SFD based on charges.
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Materiel receipt validation
Materiel receipt validation
The process of confirming items received match the purchase order and vendor invoices.
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Manual adjustments to budget
Manual adjustments to budget
Adjustments made by CE Financial Manager that are not linked to the purchase order.
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Common naming conventions
Common naming conventions
A standardized way to name receipts and invoices for consistency across installations.
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Receiving Inventory Items
- Receiving: Taking possession of products for inspection, stocking, or immediate delivery to the end-user.
- Inspecting: Examining products for compliance with purchase specifications.
- Receiving Process Steps:
- Examine the shipping container for damage. If damaged, contact the vendor to verify serviceability.
- Open the container and inspect the inventory item. If damaged, contact the vendor for resolution.
- Locate the packing slip, compare the received items to the packing slip, and sign/date it. If no packing slip, create a substitute receipt.
- Secure the item until delivery to the appropriate location.
- Deliver to the intended location.
- Provide a copy of the packing slip (or substitute) to the store/warehouse manager for NexGen recording.
- Submit the original packing slip (or substitute) to the invoice payment processor.
- Follow procedures outlined in the playbook, SharePoint, and Reference Guide.
Processing the Receipt
- Serviceable Condition: When an item is in good condition and its paperwork matches, a receipt transaction is processed.
- Quantity Management: Received items require processed receipts to ensure quantities are available for issue to work teams (WTs/WGs). Unassigned items go to bench stock. Items fulfilling WT requirements are processed and issued to the WT.
Receipt and Invoice at GOCESS Installations
- NexGen Receipt: When materiel is received against the purchase order (PO), a receipt is processed in NexGen to record the final item price. This price impacts the average item price, but not the SFD (Supply Fund Detail) directly.
Partial Receipts
- Partial Shipments: Vendors may ship less than the ordered quantity. MC processes a partial quantity receipt.
- Quantity Adjustments: The ordered quantity remains the same, while the available quantity for issue increases and the quantity on order decreases. MC processes multiple partial receipts as needed, if items are shipped and received at different times.
Cost Change
- Outside NexGen: If a cost change occurs after the PO invoice, CoMC (Coordinator for Materiel Control) coordinates with the CE Financial Manager for a credit/debit adjustment.
- Manual Adjustment: The CE Financial Manager updates the budgeted amount in the SFD manually. This adjustment does not link to the PO.
Final Cost Adjustments
- Invoice Adjustments: Final cost adjustments not on the PO are documented on the "Invoice" to adjust/decrement the SFD.
- Final Invoice: The final "Invoice" is processed after all line item charges are recorded on the PO.
Materiel Receipt Validation
- Validation: MC validates received items against the PO and vendor invoices with the customer.
- Discrepancy Resolution: CoMC resolves invoice discrepancies.
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