(ii) Reassign the shipment number of the initial shipment where a “Replacement Shipment” is involved (see paragraph (b)(16)(iv)(F) of this appendix). (3) If the volume of the shipment precludes the use of a single car, truck, or other vehicle, prepare a separate WAWF RR or DD Form 250 for the contents of each vehicle. (ii) Shipment or receipt of Government owned products.

How to Use a Receiving Report Template?

However, ensure that your digital submission meets your company’s security and compliance standards. Signing the receiving report is crucial as it serves as a formal acknowledgment of the receipt of goods. It indicates that you have inspected the items and either accept them as is or note any discrepancies for action. The signature acts as a legal binding that can support claims or disputes in the future. The receiving department is responsible for counting shipments received and matching the actual number received with the number on the purchase order to see if the accurate number of goods was received.

Receiving Report Template

Enter information appearing in Block 23 of the loading report. Line out “TANKER” or “BARGE” as applicable and place an “X” to enter discharge report. If space is not adequate, place this information on the ullage report or an attached supplemental sheet. (2) Details of loading abnormalities such as product losses due to overflow, leaks, delivery of product from low level in shore tanks, etc. Enter the type of product constituting previous two cargoes. Enter number of the delivery order, purchase order, subcontract or suborder placed on the supplier.

Tips to Maximize the Use of Receiving Reports

Enter the name and address of the contractor as shown in the contract. Enter military department owning product being shipped. Enter the name and location of the Government office conducting the inspection. Include a copy in each additional package of multi-package shipments.

F-306 Packing list instructions.

If no National Stock Number (NSN) or other valid “Type” is available, the word “NONE” may be entered for the Stock/Part Number, with a corresponding “Type” of any value other than NSN selected from the drop-down box. (ii) For performance of services line items which do not require delivery of items upon completion of services, enter the code of the location at which the services were performed. As mentioned in (i) above, if identical to the prime CAGE code leave blank. However, the cognizant Government representative may authorize a single WAWF RR or DD Form 250, listing each of the FSCs or MMCs included in the shipment on a separate continuation sheet. The MMC appears as a suffix to the national stock number applicable to the item. Receiving Reports additionally aids in keeping track of budgeted costs, ensuring physical inventory data is accurate, and provides an efficient transfer process of company assets.

Inspect new materials with a receiving inspection checklist tempate

The shipment number shall consist of three alphabetic characters for each “Shipped From” address. The shipment number prefix shall be different for each “Shipped From” address and shall remain constant throughout the life of the contract. The prime contractor may assign separate prefixes when shipments are made from different locations within a facility identified by one “Shipped From” address. (iii) When shipping instructions are furnished and shipment is made before receipt of the confirming contract modification (SF 30, Amendment of Solicitation/Modification of Contract), enter a comment in the Misc. This will appear in the Comments section of the printed WAWF RR.

If actual prices are not available, use estimated prices. Enter the code from the contract or shipping instructions. Only valid DoDAACs, MAPACs, or CAGE codes can be entered. Vendors should use the WAWF “Mark for Rep” and “Mark for Secondary” fields for textual marking information specified in the contract.

If more than one storage tank is involved, list the tests applicable to each tank in separate columns headed by the tank number, the date the product in the tank was approved, and the quantity loaded from the tank. Each column shall also list such product characteristics as amount and type of corrosion inhibitor, etc. (B) Number the first shipment 0001 for shipments made under the contract or contract and order number from each “Shipped From” address, or shipping location within the “Shipped From” address. Consecutively number all subsequent shipments with the identical shipment number prefix. While shipments should be created sequentially they can be released and accepted out of sequence. (A) The prime contractor shall control and assign the shipment number prefix.

(5) On destination acceptance shipments, accomplish the “DISCHARGED” column only, unless instructed to the contrary. Enter Government activity performing inspection on the cargo received. (1) Under the heading “TESTS” list all inspection acceptance tests of the specification and any other quality requirements of the contract.

A few days later, the shipping company arrives at the local office supply store’s warehouse to pick up Jim’s new desks. Several hours later the shipping company delivers the desks to Jim’s accounting office. Maintaining open and transparent communication with your suppliers is paramount to resolving issues quickly and efficiently.

  1. Several hours later the shipping company delivers the desks to Jim’s accounting office.
  2. Receiving report item information usually lists the item number with a description, quantity, price, and the condition of all items received.
  3. Do not use the final shipment indicator “Z” on underrun deliveries when a final line item shipment is replaced.

When the series is completely used, change the shipment number prefix and start with 0001. (J) Enter the total number of shipping containers, the type of containers, and the container number(s) assigned for the shipment. (A) Enter in capital letters any special handling instructions/limits for material environmental control, such as temperature, humidity, aging, freezing, shock, etc. Use a valid 4 or 6 character line item number under the Uniform Contract Line Item Numbering System (see 204.71). Line item numbers with 6 characters with numbers in the final two positions are not deliverable or billable.

Enter notes taking exception in Block 16 or on attached supporting documents with an appropriate block cross-reference. Enter the code and address from the contract or shipping instructions. When three-character project codes are provided in the contract or shipping instructions, enter the code in the body of the block, prefixed by “Proj”; do not enter in the Code block.

(a) The contractor is responsible for distributing the DD Form 250, Material Inspection and Receiving Report (MIRR) including mailing and payment of postage. (A) When acceptance at origin https://accounting-services.net/ is indicated in Block 21a, make no entries in Block 21b. (K) Enter the total number of shipping containers, the type of containers, and the container number(s) assigned for the shipment.

If source inspected and accepted, enter the service performance location as the “Ship To” code. (c) The contractor prepares the WAWF RR, WAWF RRR, or the DD Form 250, except for entries that an authorized Government representative is required to complete. When finance concierge for startups using a paper DD Form 250, the contractor shall furnish sufficient copies of the completed form, as directed by the Government representative. The local office supply store then reaches out to their preferred shipping company to coordinate Jim’s delivery.

Include a waybill with each rail shipment showing the identical information. To permit verification of rail deliveries, identify each railcar number comprising the shipment to the shipment number in Block 2 of the DD Form 250 and the analytical test report. When acceptance is at destination, the receiving activity must retain the shipping document(s) to verify the entries on the consignee copy of the DD Form 250. Receiving reports also provides documentation as to damaged products in transit or the receipt of incorrect product. Furthermore, a shipper or receiver can notate such discrepancies in the report which helps notify internal departments of the situation. If the receiver signs the report, it indicates that the product was received as is.  A receiving report is also a tool that can be utilized during a vouching and auditing process.

Enter an “S” for Origin or “D” for Destination as specified in the contract. (i) Enter the CAGE or DoDAAC code of the “Shipped From” location. (iv) Contractors follow the procedures in F-305 to use commercial invoices. (4) WAWF will populate the address information for CAGE codes, DODAACs, and MAPACs from SAM and DAAS. These sites are the DoD definitive sources for address information.

This standardization minimizes errors and discrepancies, allowing for smoother operations and easier training for new staff. By having a clear set of steps to follow, your team can efficiently manage incoming inventory and maintain accurate records, which are essential for timely audits and reconciliations. Ensure your receiving report is strong and complete, including any additional evidence, such as photos or videos. This will add more weight to your argument in case of any disputes. At the same time, receiving reports with photos is more visually appealing and easier to understand.