Delivery and Receiving Instructions

 

​Introduction:

 

To establish a better business for the continuous relationship between King Abdulaziz Medical City (KAMC) of the National Guard Health Affairs and the Suppliers who are sharing the same principle/responsibility in providing the best health care services. Below are some useful information, hoping that it will be helpful in clarifying the proper delivery process and assisting the Supplier in getting his full payment without any delay. It also gives a brief idea to the Supplier’s Representatives, End-Users and PTRs in regards to the method for delivering/receiving of the items to protect all parties. The Requesting Department will get the appropriate service and right item in a good condition, and the Supplier will obtain the receiving documentation to submit it to the Finance Department to get payment according to the policy and procedures.

 

 

Receiving Section:

 
  1. Receiving administration is located in the Material Management in KAMC-Riyadh Warehouse premises. To facilitate receiving process, satellite offices are assigned in (medical, pharmaceutical and industrial) warehouses to receive stock items only, while Non-Stock and direct issue (items requested to be delivered directly to end-user), an office is assigned in the Main Hospital beside the Mail Room.

  2. Receiving Section main mission is to receive all stock non stock items delivered to KAMC- in accordance with the NGHA Purchase Order.

  3. Receiving Section is responsible for corroboration of receiving date in the system (Oracle) to protect the Suppliers right.

  4. Direct the Supplier’s Representative to the proper warehouse or accompany him to the concerned requesting department for Non- Stock items and Direct Issues.

  5. Provide the Supplier with MRR (Materials Receiving Report) showing all required details such as but not limited to delivery date, quantity, description, value… etc.

  6. Or provide the Supplier with Temporary Receipt until complying with the terms and conditions or resolve the counter – check for not receiving item.

Responsibilities:

 

Receiving Section is responsible to receive all medical, pharmaceutical & industrial stock items or non-stock items & all equipment, instruments, furniture, and other items.

 

All kind of Services Contracts are received by the Project Technical Representative (PTR) to each service contract.


Receiving Terms & Conditions:

Upon delivery, the supplier should provide the following documentations along with the delivered items:

  • Delivery Note indicates Stock item number. Quantity, description according to P.O. and Lot No. for medical & pharmaceutical items.

  • Copy of Standard Purchase Order.

  • Copy of Release for on Blanket/Demand Purchase Order.

  • For delivering Top Urgent items submit only a copy of (Ta’ameed) or (LOI) Letter of Intent until the approval of the PO is completed in the Oracle system but the Supplier will be given a Temporary Receipt. Supplier must inform the Receiving soon the P.O. is approved in the system to confirm the delivery date to avoid Appling any penalty will be Accrued.

  • The supplier will be given final acceptance only upon completing of receiving requirements.

 

Privilege of Delivering through Receiving:

  • The supplier will be given MRR proving the delivery date with quantity & all relative information to submit it to Finance Department  to claim his dues and avoid penalty or payments delay.

  • The Supplier will be given Temporary Receipt proving the initial delivery date until the completion of P.O. in the system or until the item is checked and approved by the End-users. For the second case the delivery date will normally be updated in the system at the receiving time by the Receiver.

  • The Supplier will be given a Rejection Form with reasons for rejection and in case the Supplier returns back with the correct item, the first date of delivery will be taken into consideration.

 

Direct Delivery:

Direct Delivery does not necessarily mean delivery to the end user directly without passing through the Receiving Section. It only means that those items will not be received and stored at NGHA warehouses.

All Suppliers should at all times deliver through the Receiving Section, unless in case of emergency during none working hours (weekends or official holidays).

Delivering through the Receiving Section is the right procedure, by doing so the Supplier can avail their dues when the delivery is entered into the system in order to avoid any delay penalties and making ascertain that all procedures have been adhered to and evading loss of items or documents.

 

Delivery Schedule:

To facilitate delivery of items to King Abdulaziz Medical City, a weekly schedule for Supplies taking into consideration NGHA working hours, number of delivered items and quantities.

The schedule is updated from time to time and Receiving Section is willing to accept any recommendations or suggestions from the Suppliers.

Therefore, we kindly request the Supplier to follow the schedule so his shipment will not be subject for rejection or partially received according to NGHA patients’ need. The Supplier might be asked  to deliver item on a later date according the said schedule.

 

Rejected Items:

If an item is rejected by NGHA Receiving Section, the Supplier should take back the rejected item(s) and pull it out from  the NGHA warehouses immediately upon receiving the Rejection Form and after the item(s) has been checked, inspected and rejected by the Receiving Section. The Supplier should then check with Planning Section for stock items only.

In the event that any item was Received Temporarily for  inspection by the end-user and found out that it is not complying with the required specification or rejected for whatever reason by the end-user. The Supplier Representative should come along with the temporary receipt in order to get the Rejection Form and to pull out the rejected item(s) within two weeks from the date of advising them by fax, emails, telephone or personally.

After the expiration of the above mentioned period, NGHA will  not be held responsible for the loss or damage of the item and have the right to dispose the item in any suitable way and in this case  the suppliers will not have any right to be compensated for the disposed items.

 

Receiving Steps & Penalties:

Receiving at NGHA undergo three stages are in accordance with the implemented policies and procedures that are based on the Government rules and regulations as follows:

  1. Initial Receiving (Receiving).

  2. Inspection (Acceptance).

  3. Final Receiving (Delivery).

Usually all the above stages can be completed in few minutes, particularly when receiving Stock Item(s), unless it is a big quantity or there are some discrepancies on the Item(s) such as expiry date, packaging, or difference in the indicated quantity versus the actual quantity, etc.

Bearing in mind that receiving process for some Item(s) cannot be completed on the same day, in the contrary, it may take more than two weeks such as machine and equipment’s that require installation and inspection of missing parts, etc.

The Supplier should follow the following procedures in order to receive his full dues and avoid any applicable penalties:

  • Penalties are usually applied based on the Initial Delivery Date or Temporary Receipt Date, vendors therefore, are required  to make sure of delivering the item(s) to the designated section that is authorized to receive and issue those forms (Receiving Section).

  • An Advance notice should be given to the Receiving Section in order to send a Receiver Controller to the site along with technical staff. They will monitor and inspect the equipment’s that require installation at the site, and then enter Delivery Dates into the Oracle System to protect vendor’s dues.

 

Warehousing Gate Pass:

Gate passes are considered to be an important procedure to organize the entrance and exit process of all suppliers. Stamping  all documents with the time and date of the receiving will control the receiving process at NGHA warehouses in Riyadh. We hope that you make sure to stamp the time and date when requesting the gate pass from the Front desk at the Receiving Section.

In addition an Exit Pass should be obtained from the concerned warehouse Custodian where the items have been delivered indicating the time of completing the delivery before leaving the warehouses premises or will be stopped by the security guard at  the gate and asked to go back to get the exit pass.

Last Modified

24-Jul-2018 12:58 PM