{"entity":{"name":"Acme Supplies SRL","registration":"BE0123456789","site":"Brussels warehouse — Rue de la Loi 100, 1000 Brussels"},"sop_id":"ACM-SOP-WH-007","title":"Goods receipt — inbound inspection","version":"3.2","effective_date":"2026-04-01","owner":{"name":"Marc Dewinter","role":"Warehouse Operations Manager"},"purpose":"Define the controlled process for receiving inbound goods at the Brussels warehouse, verifying them against purchase orders and packing lists, and releasing them to stock. Ensures traceability required by ISO 9001:2015 clause 8.4 (externally provided processes) and protects downstream operations from undetected defects.","scope":"Applies to every inbound shipment arriving at dock doors D1–D4 of the Brussels warehouse, including pallet freight, parcel and less-than-truckload deliveries. Does not apply to direct-to-customer drop-shipments routed by suppliers (covered by SOP ACM-SOP-WH-012) nor to return flows from customers (SOP ACM-SOP-WH-015).","definitions":[{"term":"ASN","definition":"Advance Shipping Notice — electronic notification sent by the supplier ahead of the shipment, listing SKUs, quantities and lot numbers."},{"term":"GRN","definition":"Goods Received Note — the receipt document generated in the ERP once inspection is complete."},{"term":"Non-conformance","definition":"Any deviation between the delivered goods and the purchase order, packing list or quality specification."}],"responsibilities":[{"role":"Warehouse Operations Manager","responsibility":"Owner of this SOP. Reviews annually; approves deviations. Point of escalation for non-conformances above EUR 5.000."},{"role":"Shift Supervisor","responsibility":"Allocates dock doors, assigns receivers, signs off GRNs, decides on quarantine vs. immediate put-away."},{"role":"Receiver (warehouse operator)","responsibility":"Performs the physical inspection steps, records findings in the ERP, flags non-conformances."},{"role":"Quality Controller","responsibility":"Performs sampling inspection on flagged lots; issues disposition (accept / reject / rework)."},{"role":"Carrier driver","responsibility":"Presents delivery documents (CMR, packing list), respects dock timing, countersigns any visible damage notation."}],"procedure_steps":[{"step_number":1,"action":"Pre-arrival: receiver pulls the expected ASN from the ERP and prints the receiving checklist (PO number, expected SKUs, expected lot numbers, special handling flags).","responsible_role":"Receiver","success_criterion":"A receiving checklist exists in the dock file before the truck is called in.","references":"ERP screen INB-001"},{"step_number":2,"action":"Arrival: shift supervisor assigns a dock door in the Dock Scheduler; receiver greets the driver, checks CMR / packing list against the expected PO, and records seal number + truck plate.","responsible_role":"Shift Supervisor","success_criterion":"Dock door assigned within 10 minutes of arrival; seal number captured in the ERP.","references":"ERP screen DOCK-003"},{"step_number":3,"action":"Unload: receiver unloads pallets one SKU at a time, visually inspecting each pallet for external damage (wet, crushed, broken pallet, compromised shrink-wrap).","responsible_role":"Receiver","success_criterion":"Zero undocumented damaged pallets on the floor. Any visible damage is photographed and the CMR is annotated before the driver leaves.","references":"Photo archive path: /warehouse/inbound/{date}/"},{"step_number":4,"action":"Count: receiver counts cartons per pallet against the packing list and enters the actual count in the ERP (INB-002 line-level receiving).","responsible_role":"Receiver","success_criterion":"Actual count matches packing list, or variance is recorded with a reason code (SHORT, OVER, DAMAGED).","references":"ERP screen INB-002"},{"step_number":5,"action":"Identify: receiver scans barcodes / GS1 labels to confirm SKU + lot number + expiry date (where applicable) match the PO line.","responsible_role":"Receiver","success_criterion":"Every carton scanned; mismatches trigger automatic quarantine in the ERP.","references":"Barcode standard: GS1-128"},{"step_number":6,"action":"Sample inspect: for PO lines flagged as critical or for suppliers on watchlist, the Quality Controller performs AQL sampling per SOP ACM-SOP-QC-004 and records the result.","responsible_role":"Quality Controller","success_criterion":"Sampling plan executed; accept/reject decision recorded in the ERP Quality tab within 24 hours.","references":"SOP ACM-SOP-QC-004 (AQL sampling)"},{"step_number":7,"action":"Disposition: shift supervisor reviews any non-conformances, decides on accept / accept-with-deviation / quarantine / return-to-supplier, and notifies procurement if a supplier claim is required.","responsible_role":"Shift Supervisor","success_criterion":"Disposition recorded within the same shift; procurement notified by e-mail within 4 hours for claims.","references":"Claims workflow: PROC-NCR-001"},{"step_number":8,"action":"Close: once fully received and (if applicable) quality-released, receiver finalises the GRN in the ERP, which triggers stock availability and supplier-invoice matching.","responsible_role":"Receiver","success_criterion":"GRN status = CLOSED. Three-way match (PO / GRN / invoice) proceeds without manual intervention in at least 95% of cases.","references":"ERP screen INB-999"}],"hse_considerations":"Receivers wear safety shoes, hi-vis vest and cut-resistant gloves at all times on the dock. Pallet weights above 800 kg or stacking heights above 1,80 m require a forklift operator; no manual handling above shoulder height. Dock-door interlocks must be engaged before entering a trailer. Any spill of hazardous material follows SOP ACM-SOP-HSE-011; evacuation routes E1 and E2 must remain clear at all times.","records_to_keep":["Signed CMR / packing list — 10 years (VAT Code art. 60)","Receiving checklist — 3 years","GRN in ERP — 10 years (ISO 9001 clause 7.5.3 / accounting retention)","Photos of damaged goods — 3 years or until insurance claim closed","AQL sampling results — 3 years (ISO 9001 clause 7.5.3)","Non-conformance reports — 5 years"],"revision_history":[{"version":"3.0","date":"2024-02-15","summary":"Full rewrite to align with new ERP rollout; added dock-scheduler step.","approver":"Marie Laurent (Head of Operations)"},{"version":"3.1","date":"2025-05-20","summary":"Added step 5 (GS1-128 barcode scan) following Q1 2025 traceability audit finding.","approver":"Marie Laurent (Head of Operations)"},{"version":"3.2","date":"2026-04-01","summary":"Added AQL sampling cross-reference; tightened success criterion on step 4; added photo archive convention.","approver":"Marie Laurent (Head of Operations)"}]}