Parts receiving should preserve the connection between the ordered component, its condition, the vehicle job and any exchange core. Counting packages is not enough. The workshop needs a record that supports qualified inspection before use and commercial reconciliation after a return or credit.
Parts receiving should preserve the connection between the ordered component, its condition, the vehicle job and any exchange core. Counting packages is not enough. The workshop needs a record that supports qualified inspection before use and commercial reconciliation after a return or credit.
Check the part reference, source or brand description, condition and quantity against the accepted order. Record visible damage or label differences objectively. If the delivered item differs, keep it identifiable and refer the question to the qualified technical owner before installation.
Do not assume that an alternative number is wrong or correct without the relevant assessment. The supplier should provide the information needed to explain the difference, and the workshop should retain the decision.
Link the item to the repair-job reference and the supplier invoice or delivery record. Capture identifiers appropriate to the component and the workshop's controls. Avoid mixing unassessed returned stock with approved shelf items.
For example, two similar assemblies may be intended for different vehicles or supplied under different conditions. A clear label and job link prevent a parts-counter shortcut from becoming a technical mismatch later.
Where a core is due, identify the component to be returned and the agreed condition and deadline. Record collection or dispatch evidence and keep it connected to the replacement. Do not hand over unrelated removed parts simply because a collection driver requests a core.
The qualified workshop team should determine how the removed component is handled within its procedures. Purchasing records should track the commercial exchange without directing unsafe or inappropriate technical handling.
Before separating packaging from a received component, retain the identifying information needed for the job and any return. Follow the supplier’s agreed claim requirements without letting packaging preservation replace the workshop’s technical inspection.
Reconcile accepted items, returns, claims and core credits. A collected core does not automatically mean its credit has been approved, and a credit note should not obscure what happened to the physical item. Track the supplier's assessment and next action where conditions are disputed.
Retain the records needed for a later support enquiry or investigation. A useful receiving process gives the workshop confidence about what is ready for qualified use and gives purchasing a clear account of outstanding commitments, rather than leaving both teams to reconstruct the transaction from packaging and informal messages.
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