What to do if non-conforming goods are found?

Solution:

If non-conforming goods are found, it is essential to follow a specific procedure to address the issue promptly and efficiently, minimizing potential losses and ensuring customer satisfaction.

1. Do not accept the goods: The first step is to refuse to accept the delivery of non-conforming items.
2. Document the issue: Clearly document the nature of the non-conformity, including details such as product name, quantity, nature of defect, and any relevant batch or lot numbers. Photographic evidence should be taken if possible.
3. Notify the supplier/manager: Immediately inform the supplier or the designated manager about the discrepancy. Provide them with all the documented information.
4. Follow the return/replacement procedure: Adhere to the established procedures for returning non-conforming goods. This may involve obtaining a return authorization, packaging the goods appropriately, and arranging for their return or collection.
5. Record the event: Maintain a record of the incident, including all communication with the supplier, the return process, and the final resolution (e.g., replacement received, refund obtained).

Answer: Refuse to accept the non-conforming goods, document the issue, notify the supplier or manager, and follow the established return or replacement procedure.