SOP-WH-003: Inbound Receiving Process

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1. Purpose

This procedure establishes the standard process for receiving inbound freight at all Midwest Premier Logistics facilities. Proper execution ensures inventory accuracy, product integrity, and customer satisfaction.

2. Scope

This SOP applies to:

• All warehouse associates performing receiving functions
• All facilities: CLB-01, IND-02, MEM-03, CHI-04
• All inbound freight types: FTL, LTL, parcel, customer returns

3. Responsibilities

Role	Responsibility
Receiving Clerk	Verify appointments, check in drivers, document discrepancies
Forklift Operator	Unload freight, stage in receiving area, transport to putaway
Receiving Supervisor	Resolve exceptions, approve adjustments, ensure compliance
Inventory Control	Investigate variances, process adjustments, maintain accuracy

4. Required Equipment & Systems

• RF scanner (Zebra MC9300)
• Manhattan SCALE WMS (Receiving module)
• Pallet jack / forklift (certified operators only)
• Digital camera (for damage documentation)
• Temperature probe (for refrigerated freight)
• PPE: Safety vest, steel-toe boots, gloves

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5. Procedure

Step 1: Verify Appointment (5 min)

1. Check TMS (Oracle OTM) for scheduled delivery appointment
2. Confirm the following match the ASN (Advanced Ship Notice):
   • PO number(s)
   • Carrier name
   • Expected piece count
   • Expected weight
3. If no appointment exists:
   • Contact Receiving Supervisor
   • Check with customer service for authorization
   • Do NOT proceed without supervisor approval

Step 2: Driver Check-In (5 min)

1. Collect from driver: Bill of Lading (BOL), Delivery receipt, Driver's license (for log)
2. Assign dock door in WMS
3. Provide driver with: Door assignment slip, Facility safety rules acknowledgment, Estimated unload time
4. Log check-in time in TMS

Step 3: Trailer Inspection (10 min)

1. Verify seal number matches BOL

2. Break seal and photograph (required for all shipments)
3. Inspect trailer condition: Check for damage, water intrusion, pest evidence, load shift or fallen product
4. For temperature-controlled freight:
   • Record reefer temperature from unit display
   • Probe product temperature (minimum 3 locations)
   • Requirement: Must be ≤35°F for refrigerated, ≤0°F for frozen

Exception Codes:

Code	Description	Action
SEAL-01	Seal missing	Supervisor approval required
SEAL-02	Seal mismatch	Supervisor + customer notification
TEMP-01	Temperature variance	QA hold + customer notification
DMG-01	Visible damage	Photo documentation + claims process

Step 4: Unload and Stage (30-60 min)

1. Unload freight using appropriate equipment (Standard pallets: Forklift; Floor-loaded: Pallet jack + manual handling)
2. Stage pallets in designated receiving lanes (RECV-01 through RECV-08)
3. Scan each pallet/carton barcode to receiving location
4. Count pieces and compare to BOL
5. Document any discrepancies immediately

Step 5: Receipt Verification (15 min)

1. In WMS, open the ASN/PO
2. Enter received quantities by SKU
3. System will flag variances:
   • Green: Within tolerance (±2%)
   • Yellow: Outside tolerance, supervisor review
   • Red: Major variance, stop and investigate
4. For variances: Recount, check for mislabeled product, document, get supervisor approval

Tolerance Thresholds:

Variance Type	Threshold	Action
Quantity ±2%	Auto-accept	Proceed to putaway
Quantity 2-5%	Supervisor review	Recount, document, approve
Quantity >5%	Hold	Investigation required
SKU mismatch	Hold	Do not receive, contact shipper

Step 6: Putaway (20-40 min)

1. Within 4 hours of staging, initiate system-directed putaway
2. Scan pallet/carton
3. System assigns bin location based on: Product velocity, Lot/FIFO requirements, Available capacity
4. Transport product to assigned location
5. Confirm putaway with RF scan
6. Verify bin label matches system

Step 7: Complete Receipt (5 min)

1. Sign driver's delivery receipt
2. Return BOL copy to driver
3. Close receipt in WMS
4. File paperwork in daily receiving log
5. Update TMS with receipt confirmation

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6. Exception Handling

6.1 Driver Detention

• Free time: 2 hours from check-in
• After 2 hours: Begin detention log
• Detention rate: Per carrier contract (typically $75/hour)

6.2 Refused Shipments

• Supervisor authorization required
• Document reason on BOL
• Contact customer service within 1 hour

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7. Performance Metrics

Metric	Target	Measurement
Dock-to-stock time	<4 hours	WMS timestamp
Receiving accuracy	99.5%	Cycle count variance
Driver wait time	<90 min	TMS log
ASN compliance	95%	EDI match rate

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9. Revision History

Version	Date	Author	Changes
2.4	2025-09-12	T. Bradley	Added temperature probe requirements
2.3	2025-06-01	T. Bradley	Updated exception codes
2.2	2025-01-15	S. Chen	Added driver detention policy
2.0	2024-03-01	S. Chen	Major revision for Manhattan SCALE

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This document is controlled. Printed copies are for reference only.