Receiving a delivery
When cartons arrive, a clear receiving routine helps your unit check paperwork, packaging and storage conditions without delay. This guide is for registered renal units ordering dialysis consumables from our Midrand distribution point.
Prepare before the courier arrives
Receiving goes more smoothly when one staff member is assigned to sign in the delivery and another is available to help move cartons to the correct store area. If your unit receives during a busy shift change, it helps to set a fixed handover point so cartons are not left in passages, treatment areas or near public walkways.
Before the vehicle arrives, make sure the receiving area is clean, dry and clear of unrelated goods. Keep a trolley or pallet jack ready if your unit uses one, and have your purchase order or internal order reference on hand. This makes it easier to compare what was ordered against what was delivered without opening every carton at the door.
- Confirm who is authorised to receive and sign for stock.
- Have the purchase order, goods received note or internal reference ready.
- Clear a dry inspection space away from sinks, doors and direct sun.
- Prepare a pen, scanner or receiving sheet for batch and quantity checks.
- Arrange immediate transfer to the correct storage area after inspection.
Check the outer cartons at handover
Start with the condition of the shipment before you sign. Look at the outside of each carton for crushing, wet patches, punctures, torn tape or signs that a carton has been opened and reclosed in transit. In Gauteng summer storms and on long road routes, water marks on corrugated cartons can show up quickly, so do not ignore even small damp areas.
Count the cartons against the delivery paperwork while the driver is still present. If the number received does not match the paperwork, note it straight away. If a carton looks badly damaged, record the issue on the courier proof of delivery before signing. A short note at handover avoids confusion later.
- Count total cartons and compare with the delivery note.
- Inspect for dents, crushing, wet spots and split seams.
- Check that labels are legible and attached to the correct carton.
- Look for evidence of tampering or resealing.
- Record visible damage or shortages before the vehicle leaves.
Match paperwork to the goods received
Once the cartons are inside, compare the shipment paperwork with your order line by line. For renal units, this usually means checking the item description, pack quantity and the number of cartons or cases received for bloodlines, dialysers, fistula needles, acid and bicarbonate concentrates, and disinfectants. Keep the process administrative and stock focused rather than clinical.
If your unit uses internal stock codes, mark them on the receiving record as you go. Where batch or lot recording is part of your unit procedure, capture those details from the product labels during intake. A second person check can be useful on larger deliveries, especially before month end when stores are often busier than usual.
Do not rely only on the outer carton description if mixed consignments arrive. Open enough cartons to verify that the contents match the line items received, then reseal neatly if the full carton is not being issued immediately.
Inspect product labels and date information
After the count is confirmed, check the product labels on the inner packs or the case labels according to your unit procedure. You are looking for clear identification, batch or lot details where applicable, and date information that can be read without guessing. If any label is smudged, torn or partly missing, set that stock aside for review before it goes into normal rotation.
Make sure like items are not mixed up during unpacking. Similar carton sizes can cause receiving errors if staff rush the process, particularly with needle packs and bloodline cartons placed side by side. A few extra minutes at intake usually prevents a longer stock correction later.
- Check that each product label is readable.
- Record batch or lot details if your unit procedure requires it.
- Confirm the product description matches the order line.
- Review date information and place stock into the correct rotation sequence.
- Separate any item with unclear labelling for follow-up.
Move stock promptly to the right storage area
Consumables should not remain in the receiving bay longer than necessary. Once checked, move cartons to the appropriate storage area and keep them off the floor on shelving or pallets according to your unit rules. Avoid stacking cartons too high where lower cases can crush, especially with heavier liquid products such as concentrates and disinfectants.
Use the storage conditions stated on the packaging and your unit's own procedures. As a general point, store dialysis consumables in a clean, dry area away from direct sunlight, excess heat and moisture. In coastal centres where humidity can be higher, make sure cartons are not pushed against damp walls or placed under leaking air-conditioning units. If your facility has had power cuts, confirm that the storage area remains suitable and dry before putting goods away.
Rotate stock so earlier dated goods are issued first in line with your internal method. Keep receiving records filed where stores staff can access them during stock counts and monthly ordering.
What to do if something is missing or damaged
If you find a shortage, transit damage or a mismatch between the order and the goods received, keep the affected cartons and paperwork together. Do not issue the questionable stock into routine use while the discrepancy is being checked. Clear records help resolve matters faster, particularly where there are several cartons in one consignment.
Take photos of visible carton damage and note the relevant line items, quantities and batch details if available. Then contact us through the enquiry form on our contact page and include your order reference plus a short summary of the problem. If the issue was visible at handover, mention that it was noted when the courier delivered.
- Set aside the affected carton or item.
- Keep all labels, paperwork and packaging linked to the issue.
- Photograph visible damage or incorrect contents.
- Record the order reference and the quantity affected.
- Send the details through the contact page enquiry form promptly.
A simple receiving checklist, used the same way each time, can save your unit a lot of admin later and helps keep stores accurate.
What our Dialysis Supplies customers say
Verified Google reviews
Questions we get asked
Should our unit open every carton when a delivery arrives?
Not always. Count and inspect all cartons, then open enough to confirm the contents match the paperwork and your internal receiving procedure. If there is visible damage or a mismatch, inspect the affected cartons before putting stock away.
What should we do if a carton arrives wet or crushed?
Note the condition at handover before signing, keep the carton separate from normal stock, and retain the packaging and paperwork. Then send the details through our contact page enquiry form so the discrepancy can be reviewed.
Can we leave concentrates or other consumables in the receiving area until later?
It is better to move received goods into the correct storage area as soon as checks are completed. Keep cartons dry, out of direct sunlight and off the floor, following the packaging storage conditions and your unit procedures.
Also worth a look
Open an account or ask for a quote
Send a note through our contact form with your renal unit, what you use each month and your delivery address, and our sales team will contact you.
Open the contact form