An important part of FMSC operations are the warehouse captains who monitor incoming goods. Warehouse captains are located at the receiving dock. Captains are responsible for receiving, inspecting and recording each delivery for correct items, quantity and quality. When a delivery comes in, a captain reviews the goods and manually creates a receiving report. The captain prints a copy of the related purchase order from the purchase order transaction file and compares the receiving report to the purchase order for quantity or item differences. If there is a difference the captain works with the department manager to resolve the discrepancy. When no differences exists, the captain stamps the original receiving report approved and keys the data into the ERP system to update the inventory master file. The general ledger is automatically updated when changes are made to these records. The approved receiving report and the purchase order print out are sent to the accounts payable department.

The approved receiving report and purchase order are received in Accounts Payable where a cash disbursement clerk manually creates a check on carbon copy based on the supporting documentation. Vendors allow FMSC to make partial payments by the 20th of each month for all deliveries made during the preceding months. The original check is mailed to the vendor and the carbon copy is sent to Accounting and filed by check number along with the supporting documentation. Accounting scans all carbon copy checks into the ERP system to update the cash master file.

flow chart