Delivering /Receiving Instructions (To Suppliers)

Introduction

To establish a better business for the continues relationship between King Abdulaziz Medical City (KAMC) of the MNGHA 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 to clarify the proper delivering / receiving of items process and assist the Supplier in getting his full payment without any delay. to protect all parties.

Location & responsibilities of Receiving Section

• 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 for Non- Stock and direct Delivery (items requested to be delivered directly to end-user) an office is assigned in the Main Hospital beside the Mail Room.

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

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

• Direct the supplier to the proper warehouse or accompany the Supplier to the concerned requesting dept. for Non-Stock items and Direct Issues.

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

• Or provide the Supplier with Temporary Receipt until complying with terms and conditions or resolve the countercheck for not receiving item.

• Receiving Section is responsible for printing (MRR) to be given to the Supplier to submit to Finance with all required documentations such as invoices(must be matching with MRR), P.P. etc.. for payment. As per NGHA/Governmental policy & Procedures.

Responsibilities

Note & Emphasis

The Supplier has no right to claim any financial rights before receiving the (MRR) to submit it together with all required documents to NGHA Finance Department.

Therefore the Supplier should make sure that he deliver the item(s) through Receiving Section for inspection and verification and print the MRR. Also he should review the (MRR) and give any remark (if noted any) before leaving the site.

Receiving Terms & Conditions

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

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

• Copy of Standard Purchase Order.

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

• or For delivering Top Urgent Items submit only a copy of (Ta’ameed) 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 PO. 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 Section

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

• or The Supplier will be given Temporary Receipt proving the delivery date until completion of PO. 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.

• or The Supplier will be given a Rejection Form with reasons for rejection and supplier can collect and take back the rejected item immediately (same time).

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 Supplier can avail their dues when the delivery is entered into the system avoiding any delay penalties and making ascertain that all procedures has 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 respected to working hours, number of delivered items and quantities.

The schedule is updated from time to time and Receiving Section is willing to take into consideration recommendations or suggestions from any supplier.

Therefore, We kindly request the Supplier to follow the schedule so his shipment in order not be subject for rejection or partially received due to the needed KAMC needs for patient care. 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 items and pull it out from the NGHA warehouses immediately upon receiving the Rejection Form for the items that have 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’s not complying with the specification or rejected for whatever reason by the end-user. The Supplier Representative should come along with the temporary receipt and receive rejection form and to pull out the rejected Item(s) within two weeks from date of advising them by means of fax, emails, telephone or personally.

HA will not be held responsible for lost or damage of any item and have the right to dispose the item(s) after the above mention period expires, in this case the suppliers will not have any right to be compensated for the disposed items.

Warehousing Gate Pass and time stamp

Gate passes are considered to be an important procedures to organize the entrance and exit process of all suppliers by stamping all document with the time and date of the delivery to 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

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:

• Initial Receiving (Receiving).

• Inspection (acceptance).

• Final Receiving (Delivery).

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

Bearing in mind that some Item(s) receiving process cannot be completed on the same day, in the contrary it may take few weeks such as ( machine; equipments that require installation and inspection or some parts are missing etc.

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 items (s) to the designated section who is authorized receive and issue those forms (Receiving Section) .

An advance notice should be given to the receiving section to enable sending a Receiver Controller to the site along with technical staff to monitor and inspect receiving of equipments that require installation at the site to enable them to enter the Delivery Dates into the Oracle System to protect vendors dues.

Please be advised that our Oracle system under no circumstances allows back date delivery entries, the system dates are considered to be the actual delivery dates for Finance Dept. payment purposes.