Receive and handle retail stock part 2 SIRRINV001 · 2020. 4. 27. · 2.2 – Inspect incoming stock quality, and accurately report quality issues or damage to relevant personnel

| NSW Department of Education

education.nsw.gov.au

Resource Disclaimer This resource was developed to support learning for remote mode students normally enrolled in distance education.

Resources are updated by the teacher to ensure currency and are not designed to be stand alone, but integrated into a blended learning environment where students’ learning is supported with a range of peer to peer and teacher to student interactions. These can include interactive and collaborative technologies as well as a range of traditional communication methods such as email, phone and learning management processes.

This resource may contain distance education specific content / instructions and should be adapted and differentiated by the class teacher before distributing to meet the needs of their students and recognise their students’ context.

These documents have been harvested from distance education resources on March 12, 2020 to support all teachers in providing a continuity of learning for their students in the event of student absence during this difficult time.

Updated – 12 March 2020

Year 12 Retail Services SIRRINV001 Receive and handle retail stock

Accept stock delivery Section 2

Sydney Distance Education High School

Acknowledgments Sydney Distance Education High School gratefully acknowledges the following owners of copyright material. Centre for Learning Innovation

NOTICE ON MATERIAL REPRODUCED OR COMMUNICATED UNDER STATUTORY TEXT AND ARTISTIC LICENCE FORM OF NOTICE FOR PARAGRAPH 135ZXA(a) OF COPYRIGHT ACT 1968 COMMONWEALTH OF AUSTRALIA Copyright Regulations 1969 WARNING This material has been reproduced and communicated to you by or on behalf of Sydney Distance Education High School pursuant to Part VB of the Copyright Act 1960 (the Act). The material in this communication may be subject to copyright under the Act. Any further reproduction or communication of this material by you may be subject to copyright protection regulation under the Act. Do not remove this notice.

Writer: C Duron Editor: B Hall Version date: March 2018 Produced by: Sydney Distance Education High School, Locked Bag 5000, Potts Point, NSW, 1335 Telephone: 9383 0200 Fax: 9383 0222 Email: [email protected] Website: sydneyh-d.schools.nsw.edu.au Original saved in: T:\Office\DECDATA\VET\RETAIL SERVICES\Receive and handle retail stock\Section

2.docx Copyright of this material is reserved to the Crown in the right of the State of New South Wales. Reproduction or transmittal in whole, or in part, other than in accordance with provisions of the Copyright Act 1968 is prohibited without the written authority of Sydney Distance Education High School. © Sydney Distance Education High School, Department of Education, NSW, 2020

Accept stock delivery Sydney Distance Education High School 3

mailto:[email protected]

Contents

Outcomes 5

2.1 – Check incoming stock quantities against order documentation 6

2.2 – Inspect incoming stock quality, and accurately report quality issues or damage

to relevant personnel 9

2.3 – Record stock delivery, and report discrepancies with orders as required 11

2.4 – Unpack and handle stock according to manufacturer instructions and safe manual

handling techniques to avoid personal health risk and stock damage 14

2.5 – Store or display stock promptly in designated location 17


Outcomes

By completing this unit, students are working towards achieving the following outcomes.

• Check incoming stock quantities against order documentation.

• Inspect incoming stock quality, and accurately report quality issues or damage to relevant personnel.

• Record stock delivery, and report discrepancies with orders as required.

• Unpack and handle stock according to manufacturer instructions and safe manual handing techniques to avoid personal health risk and stock damage.


2.1 – Check incoming stock quantities against order documentation Checking incoming stock against order documents Upon receiving purchased goods – or even services – from a supplier, it is important to check that the correct quantity and quality of stock has been delivered. To this end, the first thing you should check is the ‘packing slip’ or order document. For professional purposes, it also helps to complete a ‘receiving report’. A receiving report should include:

• The date the material was received or the service was performed

• Whether the delivery was on time

• The quantity of goods received and whether any discrepancies exist when compared with the order

• Whether the quality of the goods meets specifications

• The names of the personnel who performed the checks.

A receiving report can be a great help to your organisation’s accountants when it comes to maintaining accurate records and paying the bills. The thoroughness of the check you undertake will depend upon how many items are involved in the delivery, and how important the contents of the delivery are. If there are many packages, and there are many items in each package to count, complete checks could be a time consuming process. In such cases, it might be better to use sampling to establish the quantity received, which means checking a few different packages and then applying the findings to the overall delivery. For sampling, you may choose to test the packages by weight or physical dimensions – these can give a fairly accurate estimate of the overall quantity. However you choose to check the delivery, you should make a note of your methods in the receiving report.


Dealing with quantity discrepancies Occasionally, you will discover that the delivery is incorrect only after it has been made and the driver departed. If this is the case (assuming you signed the ‘unchecked’ box on the delivery form), you may:

• Only cancel the balance if you inform the supplier immediately that the quantity of delivery is incorrect

• Ask the supplier to deliver the balance at your convenience

• Reject the part order and cancel the balance informing the supplier that the delivery is in breach of contract as the full quantity is required.

If you are unsure about how to deal with incorrect consignments, you should consult your supervisor/manager and/or the supplier.


Activity 2A

List 3 details of receiving report should include.

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________


2.2 – Inspect incoming stock quality, and accurately report quality issues or damage to relevant personnel Inspecting the quality of incoming stock It is vital, upon receiving a delivery, to make sure that the goods meet quality specifications. If it’s of great importance that there are absolutely no defects in quality, you will probably want to run a quality check on each item. However, since checking items against design specifications can be quite time consuming and expensive, it is rarely necessary to run a quality check on all items received. Instead, you might consider completing spot checks on the quality of a small representative portion of the delivery. This way, if some of the material is defective, you should have a fairly good chance of finding enough defects to know that the problem extends to a significant part of the shipment.

When conducting a spot check:

• You might select a few pieces from the top of one package, from the bottom of another one, from the sides of a third one, etc.

• Remember that it is impossible to achieve complete accuracy in locating all defects within a shipment

• There must be an accurate method for judging the quality of the material

• The employee conducting the quality check must know what to look for. Reporting on stock quality issues and damage When a product is delivered, check as much as possible while the delivery person waits. If they are in a hurry, only sign the delivery note if you can also write ‘unchecked’.

If stock items look damaged or of diminished quality:

• Refuse the delivery, or

• Accept the delivery, but make the delivery person aware of any complaints and sign the goods clearly, writing ‘damaged’ on the delivery paperwork.

In both situations you should call your supplier immediately and report the problem, and back up all telephone calls with a written confirmation.


Activity 2B

What might you do if you lack the time to run of quality check on all stock items?

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________


2.3 – Record stock delivery, and report discrepancies with orders as required Recording stock deliveries and reporting discrepancies It is vital for any business to record the date, time and any other important details of stock deliveries they receive, and then report any discrepancies – with either the quality or quantity of the delivery – to the relevant authorities. As mentioned, it is inevitable that you will encounter quantity or quality issues at some point; when it happens, you need to record and report every detail accurately and promptly. As the recording of stock movement is an important part of stock control, it is worth investing in a professional stock recording system. Stock recording systems include:

• Bin cards for each item of stock held, recording all stock removed and added

• Stock record cards (which will also show prices of receipts and issues of stock)

• Computer systems e.g. spreadsheets showing all movement of stock. Legal issues surrounding stock deliveries In Australia, there are numerous legal issues surrounding stock delivery that it helps to be aware of.

Non-delivery of products and services The Australian Competition and Consumer Commission lays out a number of regulations for the delivery of products and the acceptance of payment.

‘It is illegal for a business to accept payment for products or services they do not intend to supply. When a business accepts your payment for products or services, they must supply them to you within the timeframe they have indicated or, if no time was specified, within a reasonable time. If you do not receive the products or services you have paid for, your first step should be to contact the business to try and resolve the problem. If you are still having difficulty resolving the problem, contact your local state and territory consumer protection agency. They may be able to assist you in your dispute with the business.’ Source: https://www.accc.gov.au/consumers/sales-delivery/non-delivery-of-products-services


https://www.accc.gov.au/consumers/sales-delivery/non-delivery-of-products-services

Under Australian consumer law, businesses must not accept payment for products or services if:

• They do not intend to supply them

• They intend to supply materially different products or services

• They know, or should have known, they would not be able to supply the products or services within the timeframe indicated or if no timeframe was provided, within a reasonable time.

This part of the law is not intended to cover businesses who genuinely try to meet supply agreements, for example, if:

• The failure to supply was due to something beyond their control, including an act or omission by another person

• They exercised due diligence and took reasonable precautions.

For more information on the legislation and regulations affecting your business, visit: https://www.accc.gov.au/.


https://www.accc.gov.au/

Activity 2C

List 3 types of stock recording systems.

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________


2.4 – Unpack and handle stock according to manufacturer instructions and safe manual handling techniques to avoid personal health risk and stock damage Unpacking and handling stock according to instructions To protect the quality and longevity of stock and to maintain your own health and safety, it is important to unpack and handle it according to manufacturers’ instructions.

This could mean:

• Picking up stock while holding a particular side

• Holding stock upright

• Being very careful not to shake, drop or knock the stock item

• Handling particular stock items with extra care

• Wearing gloves to remove particular stock items

• Ensuring hands are clean before touching stock.

Safe manual handling techniques Manual handling injuries can have serious implications not just for an employee, but also for their employer. They can occur almost anywhere in the workplace and heavy manual labour, awkward postures, repetitive movements of arms, legs and back or previous/existing injury can increase the risk. For any lifting activity, you should consider:

• Individual capability

• The nature of the load

• Environmental conditions

• Training

• Work organisation.


If you need to lift something manually:

• Reduce the amount of twisting, stooping and reaching

• Avoid lifting from floor level or above shoulder height, especially heavy loads

• Adjust storage areas to minimise the need to carry out such movements

• Consider how you can minimise carrying distances

• Remove obstructions from the route

• Assess the weight to be carried and whether the worker can move the load safely or needs any help – maybe the load can be broken down to smaller, lighter components.

If you need to use lifting equipment:

• Consider whether you can use a lifting aid, such as a forklift truck, electric or hand-powered hoist, or a conveyor

• Think about storage as part of the delivery process – maybe heavy items could be delivered directly, or closer, to the storage area

• Reduce carrying distances where possible.

• Before attempting to lift any object it is a good idea to warm-up your muscles. Perform some simple stretches beforehand to reduce the risk of injury

A specific handling technique for lifting When lifting:

• Adopt a stable position

• Get a good hold

• Start in a good posture

• Don’t flex the back any further while lifting

• Keep the load close to the waist

• Avoid twisting the back or leaning sideways, especially while the back is bent

• Keep the head up when handling

• Move smoothly

• Don’t lift or handle more than can be easily managed

• Put down, then adjust.


Activity 2D

1. List 3 aspects involved in unpacking and handling stock according to instructions.

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

2. List 3 aspects involving in lifting something manually.

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________


2.5 – Store or display stock promptly in designated location

Storing or displaying stock promptly in the appropriate location Upon receiving stock deliveries, it is vital that you move all items to the appropriate location, whether that is in the stockroom or on the shop floor. Failure to do so could lead to a host of problems, including reduced efficiency of working practice and stock loss. Ultimately, these problems can reduce profits in the long run. To store or display stock promptly, you should:

• Understand the stock item; its function and its value

• Create safe passages for the transportation of stock items from the stockroom to the shop floor

• Designate specific areas in the stockroom or on the shopfloor for certain stock items

• Know and understand all special offers

• Know which stock sells the most and which stock sells the least

• Have a strong understanding of cash flow and what needs to sell in order to increase it

• Label areas in the stockroom and on the shopfloor for specific items, so that staff members know exactly where to store stock items

• Ensure all staff members are fully-trained in how to move stock

• Consult with supervisors and/or managers if you are unsure of where to locate a particular stock item.


Activity 2E

List 5 aspects of storing or displaying stock items promptly.

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________

_______________________________________________________________________________


Documents

Receive and handle retail stock part 2 SIRRINV001 · 2020. 4. 27. · 2.2 – Inspect incoming stock quality, and accurately report quality issues or damage to relevant personnel