Point of Sale inventory procedure

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Point of Sale inventory procedure

Receiving and Dispatching Stock

Receiving goods from suppliers is a fundamental part of retailing. Due to the potential financial losses that can result, it is critical that staff follow the related procedures to ensure that this is done effectively. While different procedures apply to different merchandise, the following are typical receiving and dispatch procedures.

Receiving Goods

Goods are for your store
Goods have been ordered
Goods received agree with the order and invoice quantity, description, and quality.
Goods are not signed for before they are thoroughly checked. If an invoice is not received with goods, there must be provided to process it in the correct manner when it is received.
Goods are correctly labeled and immediately placed on the selling floor or store. This is to prevent damage and shrinkage.
Pre-sold goods allocated for the earliest possible delivery.
Damaged or incorrect goods are rejected and arrangements made for immediate repair or replacement – delivery slip marked accordingly.
Stock held in reserve promptly labeled after inspection and carefully stored. Reserves are organized so that the oldest item will be drawn first for the selling floor or for delivery.
Daily Goods Received record kept and processed with all relevant invoices and/or delivery docketsReceiving area kept clear at all times and rigid security adhered to

Dispatching Goods

Dispatch person alert to false or incorrect paperwork.
Ensure customers are notified of impending delivery – address checked and any money collected carefully documented so the driver cannot overlook it.
Double check goods to be delivered are correct in quantity, description, and quality. Damaged goods not dispatched unless an agreement from the customer. Regularly check loaded vehicles to ensure packing is satisfactory and only the items to be delivered are in the vehicle.
Ensure you are satisfied with the appearance of the vehicle and the driver – they create a lasting impression.
Maintain daily goods delivered records – ensure drivers sign for goods in good order and condition and customer signs at the end for the delivery.
All paperwork processed promptly

It is the manager’s responsibility to ensure that everyone adheres to the receiving and dispatching procedures. The process involved in receiving goods will vary from store to store. The responsibilities of the manager and staff when receiving goods will also vary.

Manager's Flow Chart for Recieving Goods
Staff Flow Chart for Receiving Goods

StorePoint Retail POS is equipped to handle stock receiving, branch transfers, warehouse management and invoicing to customers. Using the functionality, it prevents shrinkage and loss of stock. With track and tracing, from your point of sale, you will always know where your inventory is. You will also know when any amount is due.


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