Inspecting Incoming Goods: Ten Minutes That Save Complaints
Every delivery that enters the warehouse unchecked carries a risk. Transport damage, incorrect quantities or mix-ups often only become apparent when the goods are at the customer's premises or about to be installed. What starts as a simple defect then becomes a time problem involving replacement deliveries, goodwill questions and tied-up capital. A structured incoming goods inspection directly upon receipt prevents this escalation and provides clarity about the actual stock.
Visual Inspection While the Carrier Is Present
The packaging provides initial indications of possible damage. Crushed cartons, torn film or visible moisture should be documented in the driver's presence. Photograph damaged areas and note any irregularities on the delivery note. In cases of severe damage, you can refuse acceptance or add a note. This documentation is crucial later if you wish to claim compensation.
Checking Completeness Against the Delivery Note
Count packages and pallets and compare the number with the information on the delivery note. Open cartons on a sample basis and check whether the article numbers match your order. Mix-ups occur particularly with mixed shipments containing different models. A missing carton or incorrect item will be noticed now, not during order picking.
Function Testing for Mechanical Parts
With Chairs, you should check connections, screws and joints. Wobbly legs, loose fittings or warped frames are defects that must be reported immediately. Test folding mechanisms and stacking functions if present. For upholstered furniture, check seams, covers and fillings for damage or soiling. A quick function test shows whether the goods are ready for sale or installation.
Assessing Surfaces and Material Quality
Scratches, dents or colour deviations are immediately visible on wood and metal. Check paintwork against the light and feel surfaces. For upholstery fabrics, pay attention to colour consistency within a batch and clean edges. Particularly with Armchairs featuring elaborate covers or decorative stitching, a close inspection is worthwhile before the goods enter the warehouse.
Documentation for Accounting
Record the inspection result in writing. Note the date, delivery note number, inspected items and any defects. This document serves as the basis for invoice verification and subsequent complaints. Establish who in the company is responsible for incoming goods inspection and how deviations are communicated. A clear procedure prevents defects from being overlooked or deadlines from expiring.
Keeping Complaint Deadlines in Mind
Obvious defects must be reported immediately, at the latest within a few days. Hidden defects have longer deadlines but require that you have actually inspected the goods. Anyone who stores pallets unopened forfeits claims. Ten minutes of inspection time for each delivery secures your warranty rights and saves complex clarifications when the goods have already been resold or installed.
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