Receiving

This section applies to Ship-In jobs only. Before any installation work begins, everything that was ordered must be confirmed received, inspected, and documented. Do not schedule installation until every item has been accounted for and any issues have been reported to your manager.

• 1
  Confirm All Items Have Been Received and Accounted For

  Cross-reference every item against the packing list or shop order. Every component must be present before this step can be signed off. The specific items expected for the job are listed in the Items to be Received section on the physical checklist.
• 2
  Inspect All Items for Damage or Discrepancies

  Carefully inspect every item for shipping damage, defects, or anything that doesn't match what was ordered. If any damage or discrepancy is found, photograph it immediately and notify your manager before proceeding. Do not attempt to install damaged items.

  Document damage before moving items. If something arrives damaged, photograph it in place before touching or repositioning it. This documentation is required for any freight claims.
• 3
  Record the Received Date in Project Status

  Once all items are confirmed received and inspected, update the Received date in Project Status. This date should reflect when the physical items arrived and were cleared — not the date they were ordered or shipped.
• 4
  Upload Photos and Location Notes to SquareCoil

  Photograph the received items and upload the photos to SquareCoil. Include a note in SquareCoil indicating where the items are staged or stored — this helps the install crew locate everything when they arrive.

  Be specific with location notes. Include the room, bay, or area (e.g., "staged in bay 3 near the roll-up door"). Vague notes slow down the install team.