Q. Receiving¶
1. Purpose¶
This procedure defines the process of material receipt and storage.
2. Definitions¶
For readability, this section uses the following definitions and abbreviations.
- 2.1 MTR: A Mill Test Report (MTR) is a quality assurance document that certifies a metal product's chemical and physical properties. It provides detailed information about the material's composition, mechanical properties, heat treatment, and compliance with industry standards per ASTM A6, verifying that the metal meets specified requirements for use in fabrication or construction.
- 2.2 PO: Purchase Order
- 2.3 MCLFD: Material, Cut, Layout, Fit-up, Deburr
3. References¶
- 3.1 Seacoast Inc. Quality Control Plan (Section A)
- 3.2 QCM Section P Purchasing
4. Responsibilities¶
- 4.1 Quality Control Manager: Will ensure that all Seacoast, Inc. employees are trained and qualified for this process.
- 4.2 Shop Foreman: Ensures material is received and stored according to this procedure.
- 4.3 Trained receiver: Ensures all materials entering the shop are received according to procedure.
5. Quality Records¶
Unless otherwise noted, all Quality Records follow the Seacoast "Policy for Maintenance of Quality Records" documented in the QCM Quality Control Plan (Section A-page 13)
- 5.1 Purchase Order: The Seacoast, Inc purchase order is retained in the purchasing managers files for 2 years after the job is complete.
- 5.2 Material Test Reports (MTRs): Retained electronically on the Seacoast, Inc shared server (Shared>>Scan>>MTRs) for 2 years after the job is complete.
- 5.3 Steel Bundle Report (SR1): The steel bundle report is kept in the steel bundle binder in the shop foreman's office and retained until material is individually piece marked.
6. Documentation¶
6.1 Receiving Procedure¶
Material received at the shop is handled using this procedure.
| Step | Description |
|---|---|
| 1 | Delivery is received at the shop. |
| 2 | The driver will provide a delivery ticket. Match the delivery ticket with the Seacoast, Inc. purchase order from the PO folder in the shop receiving station. |
| 3 | Verify the following from the shop purchase order and shipping ticket |
| 4 | If any of the information from step 3 is missing or doesn't match |
| 5 | Accept or reject the delivery |
| 6 | After material is received in the shop its receipt is documented in the Receiving Log (form RL01). |
| 8 | After verification of incoming materials is complete do the following |
| 9 | When a delivery is received the receiver uses the PO Number to identify who needs to be notified. The originator and the notify person are informed the material has been received. |
| 10 | The shop purchase order and delivery ticket are put in the "to office" bin at the receiving station. If the delivery included MTRs those MTRs are also put in the "to office" bin at the receiving station. |
Step 3 — Verification Items:
| Item | Verification |
|---|---|
| PO # | Verify the Purchase Order PO# matches the delivery ticket (item 3) |
| MTR | Verify the MTR's are present with the order. The MTR contains the Heat #. Note: only raw material will include a MTR. UPS, Airgas and other types of delivery will not include MTRs. |
| Items | Verify the part dimension, description and quantity are the same between the PO and delivery invoice (item 5) |
| Grade/Spec | Verify the Grade/Spec match between the documents (Item 6) |
| Fracture Critical | Look to see if the material is Fracture Critical (Item 4). If the order is for fracture critical material, verify any special requirements (Item 8) |
Step 4 — Discrepancy Handling:
| Item | Verification |
|---|---|
| PO # | If there is no Seacoast, Inc. PO# on the supplier invoice, get the purchasing manager to review before accepting delivery |
| MTR | If there is no Material Test Reports provided with the delivery. Accept the delivery. Notify the originator that the MTRs are missing. The originator will follow-up and get the require paperwork. |
| Items missing | Accept the delivery but update the shop PO with the actual quantities and see the backorder procedure (red dot). |
| Grade/Spec | Notify the shop manager before Accepting or Denying the delivery if the Grade/Spec do not match. |
| Heat #s | If no heat number can be identified from the delivery ticket or the raw material itself reject the delivery. Notify the shop manager before the truck leaves. |
| Fracture Critical | If anything on the paperwork doesn't match for a Fracture Critical delivery. Notify the shop manager before accepting or denying the delivery |
| Paint Coatings | The manufacture date is within 6 months of the date received. |
Step 5 — Accept/Reject:
| If | Then |
|---|---|
| Delivery is accepted | Proceed to step 6. |
| Delivery is rejected | Give the Seacoast PO to the originator with the information that the delivery was rejected and reason why. |
Step 6 — Receiving Log Fields:
| No | Field |
|---|---|
| 1 | Date |
| 2 | Supplier |
| 3 | PO / Invoice # |
| 4 | Type of Items Received |
| 5 | All Items received Yes or No |
| 6 | Initials of person who accepted delivery |
Step 8 — Post-Verification Actions:
| Material Type | Action |
|---|---|
| For Bundled Raw Material | Note if there are multiples of a specific item and the material is bundled with steel straps then you can use the procedure Steel Bundle Reports instead of this step. |
| For Raw Material (not bundled) | Use a paint pen to mark on each piece of material |
| For coating and abrasive material | Check the bags, cans or boxes are undamaged. Verify coatings manufacture date is within 6 months of todays date. |
| For all other receivables | Check ALL DIMENSIONS for items that have dimensions (bolts, etc…) and verify the correct number of parts are in the delivery (see note). Once the verification is complete use an inspection label. Note: when verifying more than 20 bolts, nuts or washers use the procedure "verification by weight" |
6.2 Steel Bundle Report¶
When multiples of a type of material is received, you can use this procedure to speed up the receiving process. This procedure applies to structural steel and no other types of material.
| Step | Description |
|---|---|
| 1 | Material received is of a single type AND bundled with steel straps |
| 2 | Mark one end of the material with colored spray paint. |
| 3 | Store the material until needed using the procedure storing material |
| 4 | Get the Steel Bundle Binder from the shop foreman's office. |
| 5 | Fill out the Steel Bundle Report Form (SR1) |
| 6 | You are done until the bundle is broken because the material is needed for fabrication. Once the bundle is broken each piece is marked as described in the procedure "receiving" under step 7. |
6.3 Verification by Weight¶
Verification by weight is used when bolts, nuts and washers arrive in quantities where physical counting is prohibitive. When verifying fastener quantities more than 20 use this procedure to verify by weight.
| Step | Description |
|---|---|
| 1 | Note the quantity delivered on the invoice or side of the box |
| 2 | Use the bulk scale to weigh the box/container with all the fasteners, note the total weight |
| 3 | Take one of the fasteners from the container and use the fine scale to weigh the one item, note the weight. |
| 4 | Divide the single item weight into the total weight, the result is the piece count. For example total weight 140 oz Divide by, single piece weight 1.0 oz Equals piece count of 140 |
| 5 | Compare the calculated piece count to the ordered quantity |
Step 5 — Piece Count Verification:
| If the calculated piece count... | Then |
|---|---|
| The piece count is MORE than what was ordered | The item count is verified |
| The piece count is LESS than what was ordered by more than 2% | Recalculate. If still short verify the piece count by hand. Notify the purchasing agent the order is short |
6.4 Storing Material¶
After receiving material using the receiving procedure it must be properly stored. Seacoast, Inc. has various qualified storage depending on what was received.
| Item | Description |
|---|---|
| 1 | Large quantities of bolts and other material are stored in the qualified bolt storage area until needed (blue shipping container outside the shop) |
| 2 | Smaller quantities of bolts and other smaller material is stored in the shop on the qualified field shelf |
| 3 | Qualified Welding Consumables are kept near the welding station in qualified welding storage. |
| 4 | Qualified structural steel is stored one of the "incoming racks" or if the material is too large to fit safely on the rack it is stored nearby it in the yard. |
| 5 | Coating and blast abrasive are stored in the Seacoast, Inc. Covered Paint Shop |
7. Revision History¶
| Revision Date | Approved By |
|---|---|
| 2026-05-12 | Quality Manager |
Summary of Change: Reformatted to standard procedure template.