ASTM_E_2605_-_13.pdf

Designation:E260513Standard Practice forReceiving Assets1This standard is issued under the fixed designation E2605;the number immediately following the designation indicates the year oforiginal adoption or,in the case of revision,the year of last revision.A number in parentheses indicates the year of last reapproval.Asuperscript epsilon()indicates an editorial change since the last revision or reapproval.1.Scope1.1 This practice covers the process for verifying,recording,and reporting receipt of assets(that is,equipment,supplies,andmaterial).1.2 Entities use a variety of means to document the receiptof assets.This practice details the fundamental concepts of thereceiving process.1.3 This standard does not purport to address all of thesafety concerns,if any,associated with its use.It is theresponsibility of the user of this standard to establish appro-priate safety and health practices and determine the applica-bility of regulatory limitations prior to use.2.Referenced Documents2.1 ASTM Standards:2E2135 Terminology for Property and Asset Management3.Terminology3.1 DefinitionsFordefinitionsrelatingtoassetmanagement,refer to Terminology E2135.3.2 receipt,nacknowledgement of assets received.3.3 system,nmethod or set of procedures for achievingsomething.4.Significance and Use4.1 It is the intent of these principles in this practice toprovide guidance for an effective and efficient system forreceiving assets.4.2 These principles are applicable to any organizationalstructure or any position having the responsibility for receivingassets on behalf of their entity.5.Procedure for Receiving Incoming Tangible Assets5.1 Ensure incoming assets are not visibly damaged and isaccurately documented.5.2 Examine the shipment to confirm that it is properlyaddressed and due to the receiving activity and ensure there isno external damage or visible tampering to the shippingcontainer(s).5.2.1 In the event that damage is detected in the packingmaterial or there is reasonable certainty the asset is physicallydamaged,or both,notify the appropriate organization,docu-ment the damage,and acquire the carriers acknowledgementconcerning the damage before allowing the carrier to depart(depending on the carrier,this may be through written docu-mentation or electronic means).If appropriate,consider refus-ing the shipment.Note that in some cases the carrier cannot,oris under no obligation to,return a shipment.5.2.2 Before refusing incoming assets,considerations shallbe made as to the importance and consequences of the assetbeing refused.Refusal should be reported immediately to theappropriate organization.5.3 Ensure the quantity of containers(that is,cartons,pallets,or boxes)agree with the quantity on the incomingtransportation documentation(if supplied).5.3.1 In the event that a shortage or overage is detected,notifytheappropriateorganization,documentthediscrepancies,and acquire the carriers acknowledgement con-cerning the anomalies before allowing the carrier to depart(bymeans of written documentation or electronic means).5.3.2 Quantity discrepancies shall be reported immediatelyto the appropriate organization for resolution.5.4 If the shipping address is correct,there is no visibledamage,and the number of containers is correct,the receivingorganization shall accept the shipment.5.4.1 If the address is obviously incorrect,refuse acceptanceof the shipment.5.5 Locate the incoming documentation.In most cases,incoming documentation will accompany the shipment(that is,packing slip,shipping document,and invoice).If no documen-tation is present,the receiving entity shall either contact theshipping entity requesting documentation or generate a docu-ment listing the following information:5.5.1 Name of shipping entity,1This practice is under the jurisdiction of ASTM Committee E53 on AssetManagement and is the direct responsibility of Subcommittee E53.01 on ProcessManagement.Current edition approved Aug.1,2013.Published August 2013.Originallyapproved in 2008.Last previous edition approved in 2008 as E260508.DOI:10.1520/E2605-13.2For referenced ASTM standards,visit the ASTM website,www.astm.org,orcontact ASTM Customer Service at serviceastm.org.For Annual Book of ASTMStandards volume information,refer to the standards Document Summary page onthe ASTM website.Copyright ASTM International,100 Barr Harbor Drive,PO Box C700,West Conshohocken,PA 19428-2959.United States1 5.5.2 Date shipment arrived,5.5.3 Authority for the shipment(for example,purchaseorder number or shipping request number),5.5.4 Description of asset,5.5.5 Manufacturer(if applicable),5.5.6 Model number or part number,or both(if applicable),5.5.7 Serial number(if applicable),5.5.8 Unit of measure,and5.5.9 Quantity.5.6 Verify the asset received against the incoming documen-tation.Verify what was shipped from the vendor was properlydocumented and what was documented was received.Thefollowing aspects shall be verified:5.6.1 Description,5.6.2 Model number or part number,or both(if applicable),5.6