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Document title

EOAD QMS

P ROCEDURE FOR : G OODS I NWARDS

Reference Issue Date of issue Document type

QMS-PR-ESRIN-PCM-6610-EOAD 1.4 March 2005 Procedure

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Via Galileo Galilei Casella Postale 64 00044 Frascati (Italy) Tel.(+39) 06 941801 Fax (+39) 06 94180 280

ESRIN

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Title

EOAD QMS Procedure For Goods Inwards

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QMS-PR-ESRIN-PCM-6610-EOAD Issue 1.4 March 2005 i

DOCUMENT APPROVAL
Procedure for Goods Inwards Issue 1 Revision 4

Prepared by

M. Longo, P. Hollidge, C. Violetti, E. de Jong

Date March 2005

Approved by A Simonini R Franciosi

Entity EOP-SQ OPS-SR

Signature

Date

Authorised by S Briggs G Kohlhammer

Entity EOP-S EOP-G

Signature

Date

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Date November 2003 March 2005 March 2005 Issue/Rev. 1.3 1.4 1.4

EOAD QMS Procedure For Goods Inwards

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QMS-PR-ESRIN-PCM-6610-EOAD Issue 1.4 March 2005 ii

CHANGE RECORD SHEET

Pages Affected All All 2 Description QMS Adaptation Project DCR PCM-6610-DCR06 Approval Authority

Replacement of Procurement Initiator PCM-6610-DCR-07 with Cost Centre Manager Deletion of Second Sentence PCM-6610-DCR-08 paragraph 5.4

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1 2 3

EOAD QMS Procedure For Goods Inwards

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TABLE OF CONTENTS
INTRODUCTION ......................................................................................................................1 SCOPE......................................................................................................................................1 DEFINITIONS AND ABBREVIATIONS...................................................................................1 3.1 Definitions........................................................................................................................1 3.2 Abbreviations ..................................................................................................................1 RELATED DOCUMENTS........................................................................................................1 4.1 Applicable Documents ...................................................................................................1 4.2 Reference Documents....................................................................................................1 RESPONSIBILITIES ................................................................................................................1 5.1 Goods Inwards Officer....................................................................................................1 5.2 Procurement Service ......................................................................................................2 5.3 Technical Officer/Project Manager................................................................................2 5.4 Purchase Requestor.......................................................................................................2 5.5 Finance Service...............................................................................................................2 5.6 All Staff .............................................................................................................................2 PROCEDURE...........................................................................................................................2 6.1 Notification of Goods Expected ....................................................................................2 6.2 Receiving Goods.............................................................................................................2 6.3 Inventory Numbers .........................................................................................................3 6.4 Forwarding Goods to the Requestor............................................................................3 6.5 Storage and Disposition of Goods................................................................................4 6.6 Verification by Cost Centre Manager............................................................................4 6.7 Return of Rejected Goods..............................................................................................4 6.8 Handling ...........................................................................................................................4 6.9 Cash on Delivery Goods ................................................................................................5 6.10 Delivered Services..........................................................................................................5 RECORDS AND REPORTING................................................................................................5 7.1 Records............................................................................................................................5 7.2 Reporting..........................................................................................................................5 There are a total of 10 pages in this document

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1 INTRODUCTION

EOAD QMS Procedure for Goods Inwards

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QMS-PR-ESRIN-PCM-6610-EOAD Issue 1.3 November 2003

It is important that delivered goods are verified to be compliant with the requirements stated in the procurement documentation. An essential aspect of this is the Goods Inwards function that is the first point of contact with these goods. The ESRIN Site Management Services provide this service on the ESRIN site. 2 SCOPE

This document defines the procedures for Goods Inwards from the initial delivery to the verification by EOAD personnel that the goods meet the requirements specified within the procurement documents. 3 DEFINITIONS AND ABBREVIATIONS

3.1 Definitions Unless otherwise defined below the definitions given in ECSS-P-001 apply to this procedure. 3.2 Abbreviations DIT Damage in Transit DN Delivery Note EOAD Earth Observation Applications Departments GRN Goods Receipt Note 4 RELATED DOCUMENTS

4.1 Applicable Documents The following documents are applicable to the extent specified herein AD01 AD02 AD03 AD04 QMS-PR-ESRIN-PCM-6100-EOAD QMS-PR-ESRIN-PCM-6200-EOAD QMS-PR-ESRIN-PCM-6240-EOAD QMS-PR-ESRIN-PCM-6600-EOAD Procurement via Contracts Procurement Using Purchase Orders Interface with Finance Handling, Packaging, Storage, Preservation and Delivery

4.2 Reference Documents The following documents, though not formally part of this document, amplify or clarify its content: RD01ESA/ADMIN/IPOL (2003) 7 5 RESPONSIBILITIES Financial Instruction on the Inventory of Agency Assets

5.1 Goods Inwards Officer Goods Inwards Officer, supported by Goods Inwards Staff, is responsible for the receipt and processing of received goods and the generation and distribution of documents in accordance with this procedure.

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5.2 Procurement Service The Procurement Service is responsible for informing the Goods Inwards Office of all expected deliveries relating to procurement via Purchase Order as per AD02. 5.3 Technical Officer/Project Manager The Technical Officer responsible for a contract is responsible for notifying the Goods Inwards Office of any expected delivery and for the checking of delivered goods. The Project Manager is responsible for notifying Goods Inwards of the expected arrival of Customer Furnished Items. The Technical Officer and Project Manager act as the Purchase Requestor when receiving these goods. 5.4 Purchase Requestor The Purchase Requestor is responsible for checking and verifying delivered goods procured by Purchase Order and signing the DN in the appropriate space provided in the imprinted stamp. 5.5 Finance Service The Finance Service is responsible for the processing of invoices relating to delivered goods in accordance with AD03. 5.6 All Staff All Staff are responsible for notifying Goods Inwards of any expected delivery and for the storage and safekeeping of delivered goods in accordance with AD04. 6 PROCEDURE

6.1 Notification of Goods Expected To ensure that all goods arriving are processed as efficiently as possible, the Procurement Service, the contract Technical Officer or the Project Manager shall ensure that the Goods Inwards Officer is informed of all items, related to their activities, to be delivered to E SRIN premises. For goods procured via Purchase Order, the Procurement Service shall provide Purchase Order (AD02) information with respect to expected deliveries to the Goods Inwards Office For goods delivered under a contract, the relevant contract Technical Officer shall inform the Goods Inward Officer that a delivery is expected and provide a list of the items to be delivered (AD01) For Customer Furnished Items, the relevant Project Manager shall inform the Goods Inwards Officer and provide a list of the items to be delivered

6.2 Receiving Goods The Goods Inwards Office handles all goods delivered to ESRIN and its associated Facilities. When the goods are delivered, they are subjected to a visual condition check by the Goods Inwards Staff to ensure that the packaging has not been damaged in transit (DIT). If damage is found, the Goods Inwards Staff shall annotate the deliverers copy of the Delivery Note to this effect when signing for the receipt of goods. In addition, the Goods Inwards Staff checks the quantities against the Purchase Order/GRN and any advance notification that they may have had with respect to the delivery. They shall identify and highlight any partial delivery.

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When the goods are found to be in good condition externally the Goods Inwards Staff signs the deliverers copy of the Delivery Note. It should be noted that this signature is a statement only that the goods have been received, not that they have been subject to any technical check or qualification. The Goods Inwards Officer shall register and keep a log of all deliveries with the following information: Name of requestor/receiver + address code Date of receipt at ESRIN Date of departure from supplier (when known) Quantity of material Description Name of supplier Order ref. no (Contract / Purchase Order number) Delivery Note ref. no Comment (partial or total delivery and/or other info)

They shall also retain copies of all Delivery Notes with the associated copies of Purchase Orders. 6.3 Inventory Numbers The Goods Inwards Officer shall assign Inventory Numbers to accepted goods where the information provided by the Procurement Service indicates that a number is required. This is done in accordance with the requirements of the ESA Finance Rules (RD01) and in accordance with AD04, under the responsibility of the Inventory Officer. 6.4 Forwarding Goods to the Requestor Once the goods have been received and registered, the Goods Inwards Officer shall imprint a stamp on the GRN (if a Purchase Order exists) and/or on the Suppliers Delivery Note before forwarding the goods to the Requestor. On it there will be the following fields: Name and Signature of Goods Inwards Officer Date of Receipt of goods at Goods Inwards Name and Signature of Requestor (Initiating Officer) Date of delivery to Requestor

The Purchase Requestor is responsible for the verification of goods. The Purchase Requestor or his nominated delegate shall then sign the GRN and/or Delivery Note as his indication of the acceptance of the goods and return it to Goods Inwards. In addition, if the item delivered does not operate as a result of damage that may have been sustained in transit, the Purchase Requestor shall notify the Goods Inwards Office of this fact within three working days. The Requestor/Initiator shall also inform the Procurement Service or Contracts Office of the problem and where required, ask assistance in returning the goods to the supplier or arranging to have the problem resolved. The original signed Delivery Note is then sent to the finance office to be used for the payment of the invoice, as per AD04. A copy of it is kept in the Goods Inwards office and a copy of the GRN is sent to the Procurement Service for information on the status of the Purchase Order.

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Whenever the Purchase Order is complete the original of the GRN is sent to Procurement Service marked Order complete. The above procedures also apply if Goods are: Not expected by Goods inwards Not the result of a Purchase or Contract procurement Being returned from an ESA Facility Unsolicited deliveries

6.5 Storage and Disposition of Goods Goods received are stored in the Goods Inwards Area until they are either picked up by, or delivered to, the Requestor. Goods are not accepted into the Goods Inwards Area until the DIT check has been made. Damages due to transport shall be recorded immediately in the presence of the transporter, to ensure insurance coverage remains valid. The exception to this is when the items delivered are of such a size as to require the deliverer to transport them to a specific site location. Where goods are damaged in transit, the Goods Inwards Officer may request the Requestor to come to the Goods Inwards Area to assess the damage. In this case the goods are specifically identified or segregated until the Requestor has assessed them. The signing of the Delivery Note by the Requestor performs the authorisation for release from the Goods Inwards Area. The goods are then forwarded, from the Goods Inwards Area, to the EOAD Dispatch or to any EOAD staff responsible for registration and storage of goods in accordance with AD04. 6.6 Verification by Cost Centre Manager After receipt of goods from the Goods Inwards Area, the Cost Centre Manager or Purchase Requestor is responsible for ensuring that the goods perform in accordance with the requirements stated within the procurement documents. If this is found not to be the case, the Cost Centre Manager or Purchase Requestor shall inform the Procurement Service or Contracts Office of the problem and where required, ask assistance in returning the goods to the supplier or arranging to have the problem resolved. The responsible person signing off the associated invoice signifies the final acceptance of procured goods. 6.7 Return of Rejected Goods Goods rejected in the presence of the transporter shall be r eturned on the delivery vehicle. Whenever goods are rejected after this, transport to the supplier shall be arranged by the Goods Inwards staff. The staff member responsible for the acceptance of the goods shall notify all rejected goods to the Procurement Service or Contracts Office as appropriate. 6.8 Handling Goods are handled in accordance with AD04.

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6.9 Cash on Delivery Goods All Cash on Delivery Goods received that require immediate payment shall be automatically rejected. 6.10 Delivered Services Delivered services do not pass through Goods Inwards. In this case, the Cost Centre Manager or Purchase Requestor is responsible for ensuring that the delivered service is satisfactory. This is usually in the form of a signature of service provider documentation, a copy of which shall be retained by the Cost Centre Manager or Purchase Requestor. Where such documentation does not exist, the Cost Centre Manager or Purchase Requestor shall ensure that a record is maintained of the services provided and date, and whether the d elivery of the service was satisfactory. 7 RECORDS AND REPORTING

7.1 Records Record Delivery Notes (copy signed by Requestor) Purchase Order Copies Delivery Note (original signed by Requestor) GRN (original)

Responsible Goods Inwards Officer

Period 6 Years

Goods Inwards Officer 6 Years Finance Office as per 6 Years AD03 Procurement Service 6 Years

7.2 Reporting No specific Reporting lines relate to this procedure.

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Finance Service

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APPENDIX - GOOD INWARD FLOW CHART

Cost Centre Manager Purchase Requestor Goods Inwards Office Procurement Service Project Manager/Technical Officer

Inform Goods Inwards of Expected Delivery

List of Goods Purchase Orders Receive Goods Check against List or PO N Y Damaged in Transit?

Annotate Delivery Note

Check if Goods can be Accepted N Y

Accept?

Return Goods and Inform Procurement Service

Accept Goods

Log Goods Assign Inventory Number (If required) Goods plus DN

Receive Goods and Sign DN

Update Log and Forwards Original DN to Finance

Forward GRN to Procurement Service

GRN

Verify Goods

Original DN N Y

Accept?

Check Against Invoice and Send Invoice for Approval

Invoice

Approve Invoice for Payment

Lisise for Disposition of Goods