Team Members

October 2009

How to…

Deal with Damaged or Short Deliveries

What you need to know

•

How to respond if deliveries are short or if items are damaged.

•

What to look out for when accepting deliveries.

•

Who the supplier is and how to contact them.

•

How to re-order and/or request a credit note.

•

How to respond if a delivery driver cannot wait for you to check the delivery line by line.

•

Those suppliers who have a limited contact time to claim damaged or short deliveries.

How we do it…

You are responsible for…

• Ensuring all deliveries are received

intact and in good condition.

• Ensuring all relevant parties are

notified of shortages or damages.

• Documenting any shortages or

returned goods.

• Requesting credit notes for undelivered

or returned stock.

Your challenge…

• Ask your buddy what effect unreported

missing or damaged stock will have on the
unit profit.

• Ask your buddy what tell tale signs there

are for damaged stock.

• Find out where the phone numbers of your

suppliers can be found, and where to find
each supplier account/reference number.

• Find out where the delivery note should go

after contacting the supplier.

On discovering a shortage
or damaged delivery, bring
the fault to the attention
of the delivery driver.

Contact the supplier by
telephone at the earliest
opportunity, ask for a
reference number
and note the time.

If the missing item is not
recovered by the driver
from the van, record
the shortage on the
delivery note.

Explain the issue, and ask
for a credit note and/or
replacement.

Record any damages to
stock/goods received on
the delivery note.

Record on the delivery
note the action taken.

Ask the driver to sign the
delivery note that goods
are short /damaged
and refused.

Pass/file the document
ready for processing
on the Lynx system.

If a delivery driver is unable to remain with you for the full delivery check, note on the
delivery document “Unchecked” and ask the delivery driver to sign the document.