TICKET 04 · Truck check

Check first, decide after.

A matching delivery note does not mean quality has been checked. Keep a trail for every step so purchasing, the warehouse and QC read the same lot.

Dried copra fills a broad receiving hopper beneath a covered mill unloading bay — **Illustration** · Generic scene, not a Kora lot or specimen.

One list per lot. Tick a step once it is written down, then print a copy for the lot number and results. All boxes ticked does not mean the cargo has passed.

LotDateReceiver

Check before the truck enters Know the lotMatch the lot reference, delivery note, shipment origin, arrival date and the name of the receiver.Bring the buying termsKeep the written limits, test methods, weighing basis and the dispute steps at the desk.Sample it, keep the trailRecord where samples were taken, under the agreed method. Label them and keep a comparison sample.Measure moistureWrite down the result, the instrument or method, the test time and the sample code. A quotation is not a measurement.Check oil and FFAMatch the report to the lot: dates, units and measurement basis. Mark tests still waiting on the lab.Look at the physical stateNote dust, shell pieces, visible mould, smell, and anything QC should look at.Weigh and check the packingRecord gross, tare and net weight, the state of the packing, and any gap against the delivery documents.Decide and write it downRecord accepted, on hold or rejected under the purchase terms, with the reason and the name of whoever decided.

Accepted, on hold or rejected: write down the decision, the reason and who made it. This list records. The decision stays with QC and the purchase terms.

A suggested workflow for the receiving mill, subject to your QC procedure. Ticks live in the open page only and are not sent to a server.

Before the truck arrives

Have the written purchase terms ready and name the person who checks. Pick a holding spot for material whose results are not complete. Agree who may authorise unloading and who decides quality.

When the results do not match

Write down the gap and keep the first result as it was. Check sample identity, method and weigh report. Use the comparison sample and the dispute path you agreed. Do not mix lots while the status is unclear.

Close the record

Attach the delivery note, the weigh record and any test reports. Name the decision-maker and write the reason, the date and who is responsible. This list is a record of checks, not a replacement for QC approval.

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