Receiving

Procedures for receiving Nutriate inventory, samples, or supplies.

Prior to Delivery

• From your userid@nutriate.com Google Calendar, create an entry for the expected delivery date.
  • Left click on the ‘CREATE’ button
  • Replace ‘Untitled event’ with ‘Vendor Carrier delivery’
  • Select the date and time range
  • Use the pull down to the right of ‘Calendar’ to select ‘Nutriate Corp’
  • In the ‘Description’ box enter the carrier’s tracking number (and URL, if applicable)
  • Click on the ‘X’ to the right of ‘Notifications’ to deselect a pop-up reminder
  • Click on ‘Available’ and ‘Private’
  • Scroll to the top and click on ‘SAVE’
• If delivery is COD, then prepare a check for the appropriate amount.
• Check Xero for the corresponding purchase order.  If it does not exist, refer to Purchasing for instructions for creating a purchase order.
• Track shipping with the information provided by the vendor.  If a FedEx link does not work, then enter the tracking number directly into the FedEx tracking site.

Upon Delivery

Perform a delivery acceptance inspection:

• Match carrier’s paperwork to items delivered.
• Check containers and clean as necessary before bringing inside and before unpacking.
• Photograph any damaged containers or packages.

After Delivery

Perform a purchase acceptance inspection:

• Pull up the applicable purchase order in Xero.
  • Login to Xero
  • Click on the ‘Accounts’ tab and then on ‘Purchases’.
  • Scroll down and click on ‘See all’ to the right of ‘Purchase orders’.
  • Click on the applicable purchase order.  If there isn’t an applicable purchase order, create one (see the ‘New Purchase Order’ section of the ‘Purchasing‘ post).
• Compare items delivered – opening boxes as needed – to the purchase order.
  • Verify that the quantities for each flavor and size are correct.
  • Record the expiration dates.
  • Check that the packaging is in good shape.  (We’ve seen leaking cans (Kohana Coffee), poorly crimped bags (Mary’s Gone Crackers), leaking bottle seals (SCD Probiotics), and sliced plastic windows (Curt’s Classic).)
• Add a note regarding the delivery to the purchase order in Xero.
  • Within the applicable purchase order in Xero, scroll down and click on the ‘Add note’ button.
  • In the note, record the delivery date and any discrepancies between purchase order and items delivered (including, if applicable, the expiration date of short-dated items) in the format shown below.  Break into two notes if more than 12 lines (or a longer amount of characters).  (PID = pending / incorrect / discrepancy)  If there are less than six items, then for each item also include the quantity, item name, and expiration date/s.

  Delivered to Site 1 2017/1/31
  PID: n/a
  1×12 Yum exp 2018/3/15
  2×24 Nice exp n/a

  • Double check your work (there’s no edit after saving) then click on the ‘Save’ button below the new note.
  • [If you are processing another delivery, scroll to the top and click on ‘Purchase Orders’ (just below the tabs).]
• In Xero, update the purchase order and create a bill.
  • As applicable, edit the purchase order (‘Options’, ‘Edit’) and add discounts and surcharges (such as the KeHE seasonal $9.50 fuel surcharge or shipping).
  • Zero out the unavailable (and therefore unbilled) items and as needed adjust the CRV.
  • Change the ‘Date’ to the current date.
  • Once the all the items have been reconciled (excluding applied credit), click on ‘Update’ and then on ‘Mark as Billed’, ‘Copy purchase order to a draft bill’, and on ‘OK’.
  • In the new bill, select the ‘Due Date’ and then click on ‘Approve’.
  • You may be prompted to allocate outstanding credit; allocate as appropriate.
  • If the bill has been paid, scroll to the bottom of the bill and select ‘Date Paid’, ‘Paid From’ (Nutriate Corp), and click on ‘Add Payment’.
  • Log out of Xero.
• Email vendor contacts within 72 hours to resolve any mismatches, shipment damage, and/or short-dated items.  (Copy email into Capsule and cc COO (Curtis).  Include photos as applicable.)
  • KeHE: Complete KeHE Credit Request spreadsheet and email to credits@kehe.com with cc to our KeHE Rep (Ignacio).
  • Good Stuff: Email our Good Stuff Rep (Macy).
  • Create a Credit Note in Xero for any refund requests.
• As applicable, separate samples from inventory.
• Shelve inventory (and samples) placing newest stock at the back.  Extra inventory goes on the overflow shelves.  Place heavy products on the bottom shelves.  Alphabetize within a product line (such as Gone Nuts!).  Products are grouped by type.
• Record shelf location, quantity, and expiration date/s in the Inventory spreadsheet.
• Break down empty damaged exterior or interior display boxes and place in the blue recycling bin.  Set aside empty boxes in good shape for reuse.  Place clean packing materials in the appropriate recycling box (separating biodegradable peanuts, plastic foam peanuts, bubble wrap, and dunnage).