Even watching the above scenario closely one can be easily confused. So to ensure an accurate delivery, and maintain the highest gross profits possible, consider implementing the below Vendor Receiving Policy. Some vendors may fight it, however, the honest ones will respect your policies and appreciate your business like manner.

VENDOR RECEIVING POLICY

• All vendors must be on the approved Vendor Log.

• Vendors must park away from the pumps and customer traffic areas so as not to interfere with the station's flow of business.

• There should be no backdoor deliveries - no exceptions.

• Management will check in one vendor at a time.

• No vendor order should be checked in the area to be serviced. The order should be checked in a neutral area.

• The entire invoice, including credits, is to be checked in, one at a time.

• All sealed cases should be opened and touch counted. Be sure merchandise is not damaged, age dated, or obsolete.

• Check quantity delivered and compare it with count on invoice. Count at your own pace. Do Not let the vendor count for you or hurry you.

• Be sure the items delivered match the items on the invoice. Be sure cost, cost extension, brand, and size are correct.

• Know all vendors' policies on credits, i.e., dated merchandise, broken boxes, and damaged merchandise.

• No substitutions are to be made from original order without the manager's approval. Do not allow substitutions.

• The vendor must not be given a signed copy of the invoice until they are leaving the facility.

• Do not allow the vendor to handle your invoice after you have accepted it.

• If the vendor is paid in cash, write "paid in cash" on the invoice.

• The vendor receiving log should be maintained. Have the vendor sign it after each delivery.

• Never accept merchandise (extras or damaged goods) from vendors.

• Vendors should never be allowed in the storage or stock room alone.

• If the vendor has boxes, these should be broken down before he leaves. Be sure empty shells or boxes contain no merchandise.

• Customers are more important than vendors.

• Cigarette boxes should be placed behind the counter, not in the regular check-in area.

• When cigarettes are delivered, physically count all cigarettes and compare the count to the invoice. This must be done before the driver receives the invoices and leaves the store.