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Receipts From Purchase
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Accepting Reciepts
RECEIPT INSPECTION PROCEDURES The   ship’s   store   officer   is   responsible   for receipt,   identification,   and   inspection   of   all incoming stock. The designated receipt inspector will normally carry out all these responsibilities unless the ship’s store officer decides otherwise. The  procedures  for  receiving  stock  are  closely related  throughout  the  Navy.  Basically  the  receipt inspector must make sure the government receives what  it  paid  for  according  to  the  terms  of  the contract  and  the  stock  received  is  not  damaged and  is  in  good  condition. When   stock   is   received   on   board,   it   is assembled  on  the  deck  or  pier  and  checked  for quantity,   quality,   and   damage.   The   quantity shown  on  the  outside  of  the  factory  packed container may be used as your count as long as the  container  has  not  been  opened  and  there  is no  evidence  of  possible  differences  in  the  contents or  in  the  quantity. DAY  OF  RECEIPT The  receipt  inspector  should  have  received advance   notice   on   when   the   stock   is   to   be received;  what  type  of  merchandise;  how  much merchandise; how large of a working party he or she will need, if any; what equipment is needed, if any; expected time of delivery; and the method of delivery before the day of delivery. The receipt inspector  should  not  plan  any  major  evolutions on the days heavy receipts are expected outside of his or her normal job. As the receipt inspector, you will probably be working in another area of the  ship’s  store  operation.  You  can  expect  to  be pulled  away  from  your  regular  job  at  different times  during  the  day  if  something  is  received unexpectedly,   especially   for   stock   delivered through  the  postal  system. Once  you  receive  word  that  stock  is  to  be received, report to the ship’s store office; get the retained   procurement   document(s)   out   of   the Receipt Inspector File (SSA-23) and take them to the area where the stock will be received. If the stock is being delivered by a carrier on the pier, direct  the  carrier  to  a  suitable  unloading  site.  This action is called spotting. Proper spotting results in the  following: The   shortest   possible   distance   to   the stowage area Continuous  flow  and  proper  balance between  personnel  carrying  stock  and equipment Consolidation   of   unloading   operations Less  time  the  working  party  is  required After the carrier has been placed in a suitable unloading site you are ready to assemble the stock on  the  pier.  Assemble  the  stock  so  it  can  be checked for quantity, quality, and damage. If you notice  any  damaged  material  during  the  receipt process, set the container aside, notify the driver of the carrier, and do not receive it. Always note on the carrier’s bill that the case was not received and that it is being returned, Make sure the driver also  certifies  on  the  delivery  ticket  or  bill  of  lading any   damaged   items   or   errors   in   quantities delivered. Once sufficient material has been checked in and received, notify the quarterdeck to call away the  working  party.  The  receipt  inspector  should continue counting while the leading SH musters the working party. The working party should not be called away too early or they will be standing around doing nothing when they could have been used  by  their  respective  department.  As  you  count the cases, number each container in a spot on the case  predetermined  by  you  and  the  bulk  storeroom custodian.  Let  the  supervisor  of  the  working  party know  the  last  number  you  marked  so  the  cases can  be  sent  to  the  bulk  storeroom  in  numerical order.   Numerically   numbering   the   containers makes it easy to tell if any containers are missing. You  can  further  improve  this  process  by  recording the  number  of  each  case  opposite  the  person’s name  carrying  the  box  on  the  muster  list.  This process will alert you to the name of the person carrying  a  case  that  is  reported  missing  by  the storeroom   custodian. WEATHER   CONDITIONS Be extra careful when you are receiving stock during  unfavorable  weather.  Rain  or  snow  can cause  damage  to  stock  and  very  hot  and  humid conditions   can   cause   certain   stock   items   to deteriorate.  If  the  weather  is  hot  and  humid, always  have  items  such  as  candy  carried  to  the stowage area first to prevent them from melting. If possible, keep these types of items in a shaded area  while  they  are  on  the  pier  waiting  to  be carried  to  the  stowage  area. In  case  it  is  raining  or  snowing,  place  all  stock removed  from  the  carrier  on  a  pallet  to  prevent water  damage  or  dampness.  Cover  each  pallet with a tarpaulin or other waterproof cover until it is moved to the bulk storeroom. If the weather 4-3

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