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DELIVERY AND LOGISTICS POLICIES AND PROCEDURES

Description

Process Flow

Timeli
ne

1.) In loading the stocks to


the van warehouse personnel
should
make
sure
the
availability of the stocks
before preparing them out for
loading.
Warehouse
personnel
should
double
check the accurateness of
the items on the printed
invoice.

35mins.

2.)
1 hr or
more

Process
of
loading
Stocks to
the Van

Warehouse personnel affirm


the completeness of the
stocks availability and are
now ready to be loaded to
the van. Assisted by the
Inventory
Officer(s),
warehouse
assistant(s),
Driver(s), Helper(s) together
they will load the stocks to
the van(s) and confirm the
correctness of the stocks
loaded in the van(s). All the
personnel involved in the
loading process shall affix
their signature(s) on the
loading report to denote the
completeness of the items
loaded on the van.
3.) Affixing signature(s) to the
document(s) would mean

Employee
responsibl
e
Warehouse
Asst.,
Warehouse
In-charge

Inventory
Officer,
Driver,
Warehouse
In-charge,
Helpers,
Security
Guard onduty

5-10
mins
All party
involved

transfer of full liability (ies)


from the previous person
responsible so make sure to
double check each file(s)
received to avoid charges in
monetary value in the future.
4.) Any discrepancies occur
during the actual execution of
the responsibilities will pass
to a thorough investigation
and if found faulty on the last
person
holding
the
accountability then he/she is
made liable for such as
stated above.

Process
in
Unloadin
g stocks
to the
Custome
r

1.) In unloading the stocks


to the customer(s), Drivers
and helper(s) shall doublecheck
the
product
description,
quantity
ordered and the name of
the store that appears on
the
invoice(s)
before
putting it down from the van.

2.) Together with the


Driver(s), Helpers, Store
purchaser(s)/In-charge they
will
check
the
completeness
and
intactness of the stocks
delivered and received by
the customer(s). On the
Customers
signature
portion, Driver and helper
to check that the name of the person who
received the items/stocks will be written below
his/her signature before signing the invoice(s)
quoted Delivered by
3.) If noticed that there is instruction slip
attached, driver shall communicate the C&C and
DSPs for proper instructions.
4.) Any discrepancies encountered upon delivery

5-10
mins

Driver,
Helpers,
Store Incharge

2-3
mins
Driver,
Helpers,
Store Incharge

C&C,
Delivery
team

of the items constraints


legal actions. (Please make
100%
completeness
to
avoid charges)

Process
in
receiving
collectio
ns
(for
Helpers
and
Drivers
only)

Process
on

1.) In receiving collections


from the customers, Helper
shall reflect the important
details of payments such
as Invoice Nos being paid,
Due dates, Deductions (i.e.
Discounts, Ewt, rebates,
etc),
Check
details(i.e.
Bank name, check number
and date, amounts) for
check payments.
2.)
If
there
are
alterations/erasures on the
Collection Receipts issued
to the customer, do affix
initial signature to prove the error was made by
issuing person to escape from responsibilities
and accountabilities upon the collections
received.
3.) Any unremitted collections will be traced and
be documented accordingly, and if found out its
intention it will result to suspension or
termination from duty. Jointly the driver and
helper are subject for the above constraints.

1.) Once the delivery team arrives the GSTD


premises, Drivers and Helpers will turn-over the
invoices to the Warehouse In-charge. He will
check the intactness of the invoices coming from
the delivery team.
2.) The SG-on duty will also record in his/her
logbook the number of the invoice(s) of

Driver&
Helpers

23mins

Drivers,
Helpers

Drivers,
Helpers

1015mins

2030mins

Drivers,
Helpers,
Warehouse
in-charge

SG-on-duty

Transmit
ting of
Invoices

backloads and returned stocks during the date


and time of the arrivals of the Delivery team.
3.) The delivery team (Driver and Helper) will
affix their signature to the log-book to denote the
transfer of responsibilities over the documents.
4.) Warehouse In-charge will transmit the
invoices and documents to the responsible
personnel for proper filing and documentations.
5.) Warehouse in-charge will received the
Invoices and transmit all of them to the C&C
Department (White copies) and Billings (yellow
copies).
5.) Make sure that details of the invoices will
tied-up with the transmittal and if there are
irrelevant cases to resolve, do call immediate
attentions of the concerned persons.

Rotation
of Areas
of
Delivery
Conforme:

1.) Every quarter of the year, Drivers and helpers


have a rotation of areas of delivery as scheduled
in the formal memo.
2.) Proper turning over of assigned cars/Van
should be made as proof of transfer of liability
over the cars/vans.
3.) Any defects and malfunctioning of the unit(s)
shall be made known to the new assignee to
avoid insidious events.
Approved by:

____________________
Date _______
ORLANDO T. LANSANGAN
General Manager

Driver,
Helper, SGon-duty

SG-on-duty,
warehouse
in-charge,
warehouse
asst.

Drivers and
Helpers

BILLINGS AND INVOICING POLICIES AND PROCEDURES

Description

Process Flow

Timeli
ne

Employee
responsibl
e