There are a lot of packages being delivered to the office and being sent from the office every day. It is important to sort out the incoming deliveries to make sure that they don’t pile up in the lobby.
This SOP will explain how to process incoming deliveries and how to handle outgoing domestic packages.
How to process incoming deliveries
1. Receive the incoming delivery from the courier.
2. Check the name on the package.
3. Give the package to the receiver or inform the receiver via chat message to pick up the delivery (if the package is too big to carry).
4. After informing the receiver move the package to the designated spot.
5. Make sure packages don’t pile up in the lobby, the lobby needs to stay neat. No package should stay in the lobby for more than 3 days. If the package is not picked up within 3 days, inform the Manager of the receiver to handle the package. It is responsibility of Administrative Assistant to make sure no package stays in the lobby for more than 3 days, and to remind the receiver or receiver's Manager to take the package.
6. For the incoming deliveries which need to be paid for by AdvaCare, ask the Receiver the order number the delivery is related to and write it down on the shipping slip. Collect and keep all the shipping slips until the end of the month. At the end of the month, add order number to the ORDER EXPENSES by SF & ZT & DHL 2021 excel file after courier sends monthly payment request.
How to handle outgoing domestic packages
1. The sender will notify of the package that needs to be sent out and hand it over to Administrative Assistant.
2. Collect the destination address, contact information, purpose, and order number from the sender.
3. Pack the package safely to prepare to send out (if applicable).
4. Fill out the destination address and contact information in the courier website.
5. Inform the courier service (for example, SF) to pick up the package.
6. Get the shipping bill and record the order number, sender, purpose and amount.
7. For Promo/Samples deliveries to the warehouse, Logistics Person will first send warehouse entry document, which needs to be printed out and attached to every carton. After delivery is picked up by the courier, inform Logistics Dept. that Promo/Samples were sent out to the warehouse.
How to arrange payment to Courier service
1. Collect the information of all packages sent in the previous month from the courier website.
2. Paste the information of each delivery to the following document in the file server:
3. Add the necessary details, such as order number.
4. Double check all the information and total amount.
5. Request the courier service to issue fapiao and send it to the office.
6. Create a relevant month folder and save fapiao in the server:
Z:\Shared drives\AdvaCare Cloud Server\Orders\Order Expenses\’fapiao for XX’
7. Give original fapiao to Accounting Dept.
8. Send a comment in task “Express Charges” to Accounting Dept. and Procurement Dept. Manager to check and pay monthly amount. The comment must contain: Courier service name, total amount, month for which the payment is going to be made, link to the ‘ORDER EXPENSES by SF & ZT & DHL 2021’ document.
Example:
9. Procurement Dept. Manager will check the records of every delivery, and if everything is correct will send a confirmation comment to Accounting Dept. to proceed with payment.
10. Once Accounting Dept. makes payment, inform the Courier service that payment was made.
