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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
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