| Action | Risk | Solutions |
|---|---|---|
| Wrong goods or services supplied |
- Goods are not returned and credit note or the correct goods are not received - Goods or services are accepted and institution pays for the wrong products |
- Ensure goods and services are checked for correctness before signing the delivery docket. - Ensure the condition of the goods and services is checked before signing the delivery docket. - Where it is not practical to check the delivery, clearly mark the delivery note ‘Received but not checked by Name’ |
| Errors in, or problems with, deliveries not identified nor notified promptly to supplier |
- Wrong goods or services are accepted and paid for - Delays in notifying of problems will imply acceptance of the goods |
- Ensure goods and services are checked for correctness before signing the delivery docket. - Where it is not practical to check the delivery, clearly mark the delivery note ‘Received but not checked by Name’ |
| Paperwork relating to goods being imported from outside the UK is not correct |
- Delays at port of arrival - Import duty or customs charged in error |
- Ensure the correct importation documentation is completed and included with the purchase order - Ensure clear instructions are included on the purchase order regarding importation paperwork that must travel with the consignment - Where equipment is being sent out of the UK for repair, ensure documentation is completed to ensure import duty and customs charges are not applied when re-importing the equipment again |
| Insufficient delivery address detail or instructions | - Delivery is made to the wrong location |
- Ensure an unambiguous delivery address is clearly stated on the purchase order - If deliveries are to be restricted to specific times, eg between 08.00 and 09.00, state this clearly on the purchase order
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