Incoming goods inspection: The comprehensive inspection of all handled goods
An optimal flow of goods is not only a prerequisite for operational efficiency, but also indispensable for holistic quality management. Finally, it must be ensured that corresponding goods are actually delivered in the agreed form - in all their manifestations and characteristics. Goods receipt control therefore represents a central aspect of inventory management.
Why all the effort? The incoming goods inspection to secure warranty and guarantee claims
Let's take a manufacturing company that works with a variety of different suppliers. The complex product portfolio is based on high-tech and the interlocking of each individual component. Limited functionality, deviating product specifications or processing defects would thus have an influence on the entire end product. Expensive returns and damage to the company's image would be the result.
The solution: As part of an incoming goods inspection, the transported goods are thoroughly checked and documented in such a way that damage, missing parts, etc. become visible. Typically, the supplier participates in such incoming goods inspections, if only for preventive reasons.
Here are the most important aspects and advantages of an incoming goods inspection (quality control):
- Possibility to check all goods before final acceptance of goods, including number, quantity or specification of the product.
- Securing of any claims for damages or recourse against the supplier
- Basis for refusal of acceptance of goods
- Assignment of goods receipts to own purchase orders (basis for goods receipt display)
What is important for quality control in the course of incoming goods inspection?
Subsequent complaints or price reductions, for example due to faulty or defective performance, need a solid basis. The purpose of an incoming goods inspection is to specifically match the purchase order and delivery and to document proper delivery - as well as deviations.
Goods receipt inspections regularly include the following individual steps:
- Control and reconciliation of the delivery bill
- Assignment of the delivery to an order/purchase order
- Quantitative test for type and quantity
- Qualitative testing (especially sampling), if necessary. also individual control of the delivered goods
- Documentation of defects and assertion against the supplier
- Receipt of goods on the basis of the incoming goods inspection (if necessary with notification of defects)
- Creation of a delivery note (also: goods receipt note)
In short, everything that has to be documented for reasons of verifiability alone is checked as part of quality control upon delivery. The entrepreneur is obliged according to § 377 para. 1 HGB (German Commercial Code) is even obliged to report defects without delay - if he fails to do so, this is legally considered as acceptance of goods. The only exceptions are defects which were not recognizable as such during the inspection or in the case of fraudulent misrepresentation (§ 377 para. 5 HGB).
Other aspects of incoming goods inspection
It is precisely here that the importance of efficient inventory management becomes apparent, as unnoticed defects or incorrect deliveries may impede the entire production process. Trained, skilled personnel are therefore essential for adequate quality control. Packing lists, handover protocols, customs documents, delivery bills and the like must be checked in detail. In this way, you secure any warranty rights against the supplier with the help of the incoming goods inspection.
Not to be forgotten: Potentially defective individual parts that are untested or only negligently inspected and find their way into further processing may lead to liability for damages vis-à-vis the end customer. For reasons of legal duty to minimize damage alone, it is therefore advisable to establish modern standards and procedures to carry out incoming goods inspection. It is the quality control necessary for the acceptance of goods.
