Match the actual load to the expected material
Compare the material name and lot marks on received goods with the delivery instructions. Record the arrival date, carrier and receiving location.
- Photograph lot labels and keep each lot's received quantity identifiable.
- Refer missing, unreadable or different identifiers to the quality lead before assigning the expected lot number.
Record transport and package condition
Check the visible condition of the load compartment, containers and packaging. Note residues, moisture, damage or pest signs as observations for review.
- Keep overview and close-up photos linked to the time, lot and affected packages.
- Request relevant cleaning or previous-load information from the carrier; have the quality lead decide what further checks are needed.
Keep pending material identifiable and separate
Use a defined holding location for material awaiting review. Keep its lot identity and status attached during movements, and protect it under the supplier's storage instructions.
- Keep pending lots apart from released stock and out of feed use while questions remain.
- For bulk deliveries, confirm the destination bin and segregation arrangement before unloading, and record subsequent transfers.
Record release, hold or rejection for the specific lot
Have the responsible quality person record the decision against agreed receiving conditions and available evidence. Identify the exact lot and quantity covered.
- For a hold, name the outstanding check, responsible person and next action; let the quality team define any sampling needed.
- Keep rejected material identified and segregated until the authorised next handling step is agreed.
Buyer questions
Does unloading mean the material is released for use?
Record physical receipt and quality release separately. Use the lot after the responsible quality person confirms its recorded release.
Does a torn or wet bag mean the whole delivery is rejected?
Record the affected area and refer the lot for review. The quality lead determines the scope of checks and handling under agreed acceptance conditions. Appearance alone cannot establish laboratory compliance.
What if one vehicle carries several lots?
Keep each lot's identifiers, received quantity, holding location and quality status separate. Resolve unclear marks and agree handling with the quality lead before combining material or recording it as one stock item.