Receiving Procedure

Effective Date: 01-04-22

Incoming material check-in is a vital step in the SkyVine ITAD process. There are several reasons why this process is so important:

It allows the company to:

Check and verify what we purchased is what we received
Compare SkyVine ITAD Master Scale and Pallet Scale weight to Vendor weight
Flag and correct problems with vendors materials: descriptions, contamination, weights
Develop knowledge of new materials
Update new items in the inventory list

All Receiving personnel shall wear the following Personal Protective Equipment; steel toed shoes or boots and gloves (when unloading and inspecting material).

Unloading and Receiving

All trailers should arrive with a company seal.
1. If there is no seal, alert the warehouse manager or buyer immediately so the vendor can be notified.
The existing seal number should be compared with the written paperwork seal number prior to removing the seal.
1. It is to be broken only by the following people: warehouse manager or receiving personnel.

Note: The exception to this rule are LTL loads, non-sealed trailers that are on open bed trucks, or loose loads to be dumped outside.

After the information has been verified and the truck is docked:
1. Verify the rear wheels are chocked for safety.
2. Notify the unloading team to begin to unload the trailer.
Material will be unloaded from the truck and placed into the Inbound staging area.
The unloading team will Login to SkyVineITAD.RazorERP.com and pull up the corresponding Vendor Purchase Order number to begin the receiving process.
Inbound team forklift operators will move every pallet/drum/Gaylord/unit/box and place it on the scale one at a time.
The following information is recorded into the ERP Data Entry for every item:
1. 1. Product Description
    1. 1. The unloading team will verify product for consistency and look for contamination
      2. Gross Weight – Per the Scale readout
      3. Tare Weight –
        If the tare weight is marked on the pallet/Gaylord that weight is to be used as tare unless the tare is off by a significant amount.
        If the tare weight is NOT marked, the Inbound team will estimate weight based on standard pallet, gaylord box types.
All material must be photographed including the following items:
1. 1. Wide View of Box or Packaging
  2. Closeup of Vendor Inventory label (if present)
  3. Wide view picture of material
  4. Close up view of material
  5. Picture of contamination (if present)
  6. Shuffle Box contents to ensure consistency and provide pictures.
    1. Multiple pictures if inconsistency is determined
Once the description and weights are recorded in ERP print (2) Inventory Barcode labels
1. Place (1) label on opposite sides of the box/gaylord/product
  1. Clear any dirt or debris to ensure label adhesion
Compare product description on vendor packing list and note discrepancies in notes section of ERP
All bill of lading, packing lists and other paperwork will be given to the admin to be scanned and attached into the ERP system corresponding to the account and then file hard copies away into the file cabinet.
Move to inventory as follows:
1. 1. Materials that have been weighed, ticketed, inspected and approved will be put in their designated work flow and section.
  2. Work flows are :
    1. Sort: Mixed load that requires sorting
    2. Audit: Materials that require evaluation and testing.
    3. Consumed: Materials that need to be disassembled for part recovery.
    4. Data Destruction: Materials that contain data.
    5. R2 Controlled Stream: Focus material ready for downstream.
    6. Uncontrolled Stream: Non focus material ready for downstream.

Inspection

All materials must be inspected by the warehouse manager and/or shipping and receiving personnel in the following manner, as appropriate for the material type and packaging:
1. 1. Dump drum to inspect what is on the bottom.
  2. Use a magnet to verify or pick up unwanted items.
  3. Making a hole in higher grade material boxed items to verify what is on the bottom is the same as what is on the top.
  4. Visually inspect material for unusual or inconsistent quality.
  5. Comparing vendor paperwork with what was actually received.
If a discrepancy in quality is found product shall be placed in the Quarantine Area and the Purchasing Manager and/or Buyer and/or Senior Management will be notified in order to:
1. 1. Verify Discrepancy - Refer to the Not Accepted List
  2. Notify Vendor and complete a Return to Customer Form, if necessary
  3. Determine Pricing

Questionable materials will be put aside for inspection by authorized personnel with an “Item on Hold” ticket filled out and attached.

Only after authorized personnel have inspected it and an agreement has been made, the On Hold ticket may be removed and the item put into inventory.
If a material spill occurs during the Receiving process, immediately notify the Warehouse Manager or Shift Supervisor who is trained to handle spills. Spills shall be cleaned up according to the Spill Procedures.