SCS Process for Incoming Shipments

Process for receiving incoming orders

SCS-RECEIVING – DAILY INCOMING SHIPMENTS RECEIVING PROCESS

 

  1. ·        WRITE DOWN CARRIER, DATE, AND LAST 4 OF TRACKING NUMBERS (CIRCLE LAST 4 NUMBERS ON PACKAGES) ON LOG.
  2. ·        PLACE LOG IN APPROPRIATE FOLDER IN THE BLACK FILE CABINET
  3. ·        SEPARATE PACKAGES BY STOREROOM (94 RAL), HHMI, PERSONAL, IDT (SOME IDT’S ARE REACTION ORDERS, MOST GO IN THE PERSONAL LOG) AND REACTION ORDERS.

o   TAKE PACKAGES FOR STOREROOM ON CART AND LEAVE OUTSIDE OF RAL 96 AND LET THEM KNOW YOU LEFT A CART IN THE HALLWAY FOR THEM.

o   WRITE UP HHMI PACKAGES ON THE LOG, AND PLACE ON CART IN THE HALLWAY

o   ENTER PERSONAL ORDERS IN THE INCOMING SHIPMENTS LOG ON THE SCS SHARED SERVER (Z DRIVE).


RECEIVING HHMI ORDERS

  1. ·        TAKE HHMI ITEMS OUT THE CART IN THE HALLWAY AND FILL OUT THE LOG

o   WRITE THE DATE

o   CHECK THE BOX IF IT IS A PERISHABLE ITEM (IF THE ITEM IS PERISHABLE PUT IT IN THE REFRIGERATOR OR FREEZER DEPENDING ON WHAT THE PACKAGE SAYS)

o   WRITE THE COMPANY THAT SHIPPED THE ITEM

o   WRITE WHO THE ITEM IS FOR

o   WRITE DOWN THE CARRIER WHO BROUGHT US THE ITEMS AND THE LAST 4 TRACKING NUMBERS


RECEIVING PERSONAL ORDERS

  1. ·        OPEN THE SHARED SERVER (Z DRIVE)
  2. ·        SELECT THE SCS INCOMING EXPRESS SHIPMENT PERSONAL LOG
  3. ·        ENTER IN THE APPROPRIATE INFORMATION

o   TRACKING NUMBER

o   CARRIER WHO DELIVERED

o   COMPANY THAT SHIPPED THE ITEM

o   THE DATE

o   THE TIME

o   HOW YOU CONTACTED THE END USER (EMAIL IS USUALLY HOW CONTACT IS MADE)

o   WHO THE ITEM IS FOR

o   THE DESTINATION OF WHERE YOU PUT THE ITEM (MOST OF THE TIME IT IS IN THE PICKUP BOX IN THE HALLWAY)

o   THEN MARK YOUR INTIALS

·        ONCE ITEMS ARE ENTERED INTO THE LOG TAG THEM CLEARLY FOR THE END USERS AND PLACE THEM IN THE APPROPRIATE DESTINATION AREA THAT YOU ENTERED IN THE LOG

·        EMAIL THE END USERS TO LET THEM KNOW THEY HAVE HAD INCOMING ITEMS AND WHERE THESE ITEMS CAN BE FOUND


RECEIVING AND DELIVERING REACTION ORDERS


·        LOCATE THE PACKING SLIP FOR THE PACKAGE

o   THE PACKING SLIP IS USUALLY INSIDE THE PACKAGE, OR LOCATED IN A PLASTIC SLEEVE ON THE OUTSIDE OF THE PACKAGE

o   STAMP THE PACKING SLIP AND FILL OUT THE APPROPRIATE INFORMATION THAT IS FOUND IN REACTION UNDER THE PURCHASE ORDER NUMBER

§  CARRIER

§  LAST 4 OF TRACKING NUMBERS

§  THE DATE AND HOW MANY PACKAGES FOR THE ORDER

§  THE END USER/GROUP AND DELIVERY LOCATION

§  THE REACTION ORDER NUMBER

§  MARK IF THE ORDER IS FULL OR PARTIAL

§  MARK YOUR INTIALS

·        ONCE YOUR PACKING SLIP IS STAMPED AND APPROPRIATE INFORMATION IS COMPLETED, RECEIVE THE ORDER IN REACTION.

o   CLICK THE RECEIVE TAB ON THE LEFT SIDE OF THE SCREEN IN REACTION

o   CLICK FIND PURCHASE REQUEST

o   TYPE IN THE PURCHASE REQUEST NUMBER

o   CLICK RECEIVE ITEMS

o   ENTER IN THE CARRIER THAT DELIVERED THE ITEM AND THE LAST 4 OF THE TRACKING NUMBER AND YOUR INITIALS

·        ONCE YOUR PACKAGE IS RECEIVED IN REACTION WRITE THE DATE, COMPANY WHO SHIPPED THE ITEM, END USER, DELIVERY LOCATION, AND THE REACTION NUMBER ON THE PACKAGE AND PLACE IT ON THE APPORIATE CART FOR DELIVERIES. (SOME ITEMS MAY GO IN THE REFRIGERATOR OR FREEZER IF THEY ARE PERISHABLE UNTIL THEY ARE DELIVERED.)

·        ONCE YOUR PACKAGES ARE RECEIVED IT IS NOW TIME TO MAKE DELIVERIES.

o   FILL OUT 3 DELIVERY LOG SHEETS

§  1 SHEET FOR RAL DELIVERES

§  1 SHEET FOR CLSL DELIVERIES

§  1 SHEET FOR DH, CA, AND NL DELIVERIES (THESE CAN BE DONE ON THE 1 SHEET TOGETHER, YOU DO NOT NEED AN INDIVIDUAL SHEET FOR EACH BUILDING.)

o   FILLING OUT THE DELIVERY LOG SHEET

§  IN THE TOP RIGHT CORNER WRITE THE BUILDING, THE DATE, AND YOUR INITIALS

§  WRITE THE REACTION ORDER NUMBER

§  THE VENDOR OF WHO SHIPPED THE ITEM

§  THE DELIVERY LOCATION

§  THE END USER

§  THE LAST 4 OF TRACKING NUMBER

§  THE CARRIER

·        ONCE YOUR LOG IS FILLED OUT IT IS TIME TO DELIVER THE ITEMS, TO THE APPROPRIATE ROOMS ON YOUR LOG.

o   PERISHABLE ITEMS ARE NEVER TO BE LEFT IN A LAB IF THERE IS NOT ANYONE PRESENT

§  TAPE A YELLOW DOOR TAG WITH THE APPROPRIATE INFORMATION FILLED OUT AND BRING THE ITEM BACK TO RECEIVING TO BE STORED PROPERLY

o   IF YOU ARE DELIVERING A PERISHABLE ITEM, MAKE SURE TO GET A SIGNATURE OR THE INITIALS OF WHO YOU LEFT THE ITEM WITH (YOU WILL NOT ALWAYS BE LEAVING THESE ITEMS WITH THE ACTUAL END USER SO ITS GOOD TO GET THE NAME OR INITIALS OF WHO YOU LEFT IT WITH INCASE THE END USER CANNOT FIND IT IN THE LAB)

o   ONCE ALL DELIVERIES ARE DONE, PUT YOUR LOG SHEETS IN THE APPOROPIATE BINDER, IN THE OVERHEAD FILING CABINET NEXT TO THE REFRIGERATOR.  




Keywords:shipments, incoming, receiving   Doc ID:114510
Owner:Lucas L.Group:University of Illinois School of Chemical Sciences
Created:2021-10-26 10:33 CSTUpdated:2021-10-26 10:47 CST
Sites:University of Illinois School of Chemical Sciences
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