Receiving Deliveries

Receiving and Inventory Transactions Log and

Delivery Sequence Log
Supplier Name Invoice Number

Date of Invoice Total Cost of Delivery

Supplier Name

Date of Invoice

Invoice Number Invoice Cost

© 2005
 Receiving DTSD Delivery
Bring out all Invoice Receive Touch
BM to be compared items in the count
returned to to SPO (if neutral area items
supplier needed)

Prepare Return SPO – Store Counter check

Announcement Purchase Order by encircling
Slip) 2 copies the qty. already
touch counted

Attached store
copies in the Display or
Receiving Log storage

Store stamp,
Record in the Check price
date and sign
Receiving Log extension and
all copies of the
addition (if needed)
invoice
© 2005
 Handling Delivery Discrepancy

DTSD – Direct To Store Delivery

THOSE DISCOVERED AT THE TIME OF DELIVERY

• Call the attention of the delivery personnel and

justify product worthiness and ask delivery
personnel to alter by subtracting the cost and
retail of the broken item from the invoice total.
• Have the alterations signed by the store and
delivery personnel.

© 2005
 Receiving CDI Delivery
Store opens Secure CDI Unloads Receive
truck zip documents labeled delivery at the
lock from the boxes and neutral area
trucker (trip bins near
Sequence of
tickets and entrance receiving:
delivery door
receipts) • High Value
Boxes and Items (set at
bins are counter area)
labeled with
store • Full cases
number, • Break cases
date of
delivery, • POP if any
parcel
•Filstar if any
number,
type: CO/
FC, zone,
and route

© 2005
 RECEIVING CDI DELIVERY
CDI (Convenience Distribution Inc.)
Encircle Fill-up Bring out Pull-out and
invoice discrepancy BM for record bottles
against actual report return (zip and crates
delivery summary if lock) empties if
there’s any there’s any
Count quantity of Return
merchandise in In case of discrepancy: Announcement
all break cases Slip should be Should be
Submit Discrepancy Report
prepared prior to prepared prior to
on the next expected CDI
CDI delivery CDI delivery
delivery schedule
In case of product excess:
Return to trucker and put
note in the Trip Ticket

Attached Receiving Clerk

Receiving Clerk store
store copies fills-up trip ticket
stamp, affix name,
in the and indicate total
signature and date all
Receiving Log items received
delivery receipts and
and total bins
record in the Receiving Log
returned
© 2005
Reporting and Claiming for Delivery Discrepancy

Causes To Use Discrepancy Report

1 Quantity Short or Over

2 Missing or Wrong Item

3 Damaged / Factory Defect

© 2005
Reporting and Claiming
Reporting for Delivery
and Claiming Discrepancy
for Delivery

Discrepancy after Truck Departs

Send CDI Discrepancy

Discrepancy Report Receive CDI
Delivery Discovered Discrepancy
Call CDI Acknowledgement

Truck Leaves 24 Hours Call-in Period 5 Days

Investigation

© 2005
 R EMPTY BOTTLES & CRATES
E
T
R
• Pull Out from Mondays to Fridays only
I
E • Segregate bottles/ crates by product type
V
A • For empty bottles/ crates, simultaneous
L count by Store Clerk and Trucker

© 2005
 RETURNABLE BM and DELETED ITEMS

1. A product/ item can be returned due to the following

reasons:

R a. Marketing Initiated Delete (MID)

E b. Bad Merchandise (BM)
T
Condition of products that are not acceptable:
R
I • Items that are totally open
E • Dry items that are wet (paper, tissue, magazines, etc.)
V
• Broken bottled items
A
L • Decayed or decomposed items (bulok)
• Items with rat bites
• Empty items without seal or not sealed
• Tetra pack juices with broken packs and no content

© 2005
 RETURNABLE BM and DELETED ITEMS

2. Good merchandise to be returned should have a

separate box.
• Non-food should be separated from food to avoid
contamination.
R
E • Wet BM items should be separated from dry ones.
T
3. Prepare Return Announcement Slip
R
I • Reason for returning the products:
E
V • Marketing Initiated Delete (MID)
A • Bad Merchandise (BM)
L
• Only returnable products shall be recorded in the
Return Announcement Slip
• All non-returnable products shall be recorded in the
SBS-BM Report and disposed upon OFC/ AM approval.
© 2005
 RETURNABLE BM and DELETED ITEMS

4. Print 3 copies of Return Announcement Slip.

5. Put products for return in a clean bin box.
R
E  BM should be separated from good merchandise.
T  General merchandise (Food) should be separated
R from Non-food.
I
E  Wet products should be placed in a plastic bag
V before putting inside the bin to avoid leaks and for
A other products to get wet.
L
6. Lock bin using jaw/zip lock with serial number for security.
 Jaw/zip lock can be requested from CDI

© 2005
 RETURNABLE BM and DELETED ITEMS

7. Store returns products to CDI following the schedule of

return:
R Monday, Wednesday and Friday (MWF) – stores with store
E number ending in EVEN numbers.
T Tuesday, Thursday and Saturday (TTHS) – stores with store number
R ending in ODD numbers.
I
8. CDI trucker collects return following the odd/even scheme.
E
V 9. CDI trucker signs all copies of the Return Announcement
A Slip as proof that the trucker received the return.
L  CDI trucker signs over printed name, date the returned
product is received, name of the driver and plate number of
the truck.

© 2005
 RETURNABLE BM and DELETED ITEMS

10. Store verifies the name and signature of the trucker

based from the ID presented. Check also completeness of
the needed information (name, plate number and date).

R 11. Return Announcement Slip copy

E
1 copy – Trucker (CDI)
T
R 1 copy – DPC
I
E 1 copy – Store
V 12. CDI receives product returns from trucker.
A
L 13. CDI checks returnability and quantity of the products
returned.
14. CDI sends Approved Return Report and Invalid Return
Report to store.

© 2005
 RETURNABLE BM and DELETED ITEMS

Return Confirmation:

1. Store receives the Approved Return Report and Invalid Report

R from CDI.
E
T 2. Store is given 72 hour window to appeal for the unapproved or
invalid returns as reflected in the Invalid Return Report (If there is
R
any)
I
E If the store does not appeal within 72 hours, Approved Return
V Report and Invalid Return Report is considered final and sends it
A to DPC and store.
L 3. Approved Return Report and Invalid Return Report are finalized
and sends to DPC and store for processing.
All invalid returns shall be charged as Bad Merchandise (store
expense)

© 2005
 Magazine Color Coding Sticker for Store Return
MONTH STICKER COLOR
EVERY 02-08 OF THE MONTH
JANUARY BLUE

FEBRUARY PINK

MARCH BLACK
APRIL GREEN

MAY BROWN

JUNE PALE BLUE

JULY RED

AUGUST NEON

SEPTEMBER ORANGE

OCTOBER VIOLET

NOVEMBER YELLOW

DECEMBER GRAY

© 2005
 RETURNING EMPTY BINS

R
E • Care for Bins, Return Clean and Dry
T
R • Return Promptly
I • Receiving Clerk and Driver Counts Bins
E
V • Returned Quantity Written on Trip Ticket
A
L

© 2005
Displaying
 Displaying
Displaying - should maximize sales and profits
while minimizing inventory investment.

Importance:
• Introduce new, high potential products
• Help generate incremental sales
• Help highlight under performing, high potential
products
• Highlight special promotional offers

© 2005
 Standard Grouping:
Sufficient high wall – 24 sections
Food/ Walk-in

slurpee
chips chips
wines nuts canister pmix
cookies cookies
S-supplies
selecta selecta
noodles noodles
N-foods cookies pastry Foodservice
bread bread Long Bar
haba

haba staples staples

staples nsl
haba confect confect
Sales Ctr

Entrance

© 2005
 Cardinal Rules in Product
Merchandising

• Arrange products so that their labels face

one consistent direction.

• Set products so that each one is aligned to

the edge of the gondola shelf. Check by
fingertip sliding.

• Price label products on the side of the

package, which is visible to customer.

© 2005
 Cardinal Rules in Product
Merchandising

• Avoid vertical and horizontal air space

between products and shelf.

• For chips and other foiled products, fluff to

even its contents and straighten the edges
before setting each on its display rack.

© 2005
 DON’TS

• Do not display damaged, dented and

sell unworthy items.
• Do not stock merchandise under shelves.
• Do not display expired items.
• Products meant for children are displayed in a manner
that enable them to see and reach out for these items.

© 2005
 Shelf Tags
Implementation of Shelf Tags

Product Description

© 2005
 Backroom Management
Backroom management is very important and
plays vital role in store operation it helps:

•Avoid overstock and out of stock situation

•Accurate inventory counting and ordering
•Orderliness in the store

© 2005
 Cardinal Rules on Backroom
Management
1. Arrange excess delivered items in the backroom storage
according to 2 categories:
 Full Case
 Break Case
2. Set products according to assigned shelving.
3. Ensure that displays are similar to that of the selling area
4. Use “First in – First out” method.
5. Use vertical or cascading display method.
6. For products that can be infested by pests like rats, ensure that
sensitive products are stored in a box with portion exposed for clear
viewing
7. Ensure that display of items do not hamper the flow of activities
at the backroom

© 2005
 Backroom Management

Properly
Displayed on
Shelving
According to
SOFTDRINKS NOODLES
Sub-category
groupings
Arrange COOKIES/CANNISTERS
Cascading display
according
method.
to sub-
Same brand in
category
one vertical Line.
groupings.

BEERS

` Keep underneath
free from any
obstruction so it
can be mopped
easily

FULL CASE BREAK CASE

© 2005
 Backroom Management
Managing Non-merchandise Excesses
Arrange excess and unutilized
equipment, machines and fixtures

Empty boxes / cartons

Should be flattened.

Store empty bottles and

Crates separately from
Good merchandise

6 inches
Place chest freezer at least 6
inches away from the wall
© 2005
 Backroom Management
Bad Merchandise Storage and Upkeep
1. Identify a specific location for returnable and
non-returnable items.
2. Seal separately highly perishable items that are
non-returnable for checking of Store Manager and
Area Manager.
3. Separate CDI returnable items in one box and
label it for easy identification during pull-out schedule.
4. Bad merchandise of ice cream and ice cream
novelties should be placed in a plastic bag sealed
properly and segregated from other products.

Returnable Highly perishable

Items for SM / AMs checking
Note: Store Manager may assign
Non-Returnable BM custodian that would be
responsible in all Bad Merchandise
(BM) transactions.
© 2005
Thank You!