The process of receiving new refrigeration equipment on the balance sheet of an organization or a retail outlet warehouse is not just a mechanical movement of the box from the back of a truck into the premises. This is a complex logistical and legal act that requires strict adherence to procedures. If you are wondering how to accept a refrigerator for registration, you must understand: the correctness of actions at this stage determines the further guarantee, the absence of problems with the tax authorities and the correct operation of the equipment.
Errors during acceptance may lead to the fact that defects discovered later (dents, chips, geometry violations) will have to be eliminated at your own expense. In addition, the accounting department will not be able to put the asset on the balance sheet without correctly executed primary documents. That is why reception of goods must be carried out in the presence of all responsible persons.
There are several scenarios for putting equipment into operation: purchase for resale, receipt of fixed assets for an office or canteen, as well as receipt of equipment under a rental agreement. Each case has its own nuances of document flow, but the physical check of the condition of the unit remains the same for all situations.
Regulatory framework and preparation for acceptance
Before the driver of the unloading team touches the box, you must have a complete package of accompanying documentation in your hands. The basis for acceptance is the delivery contract, specification and consignment note. Without these papers, any actions with the cargo are legally void.
It is important to determine in advance the place where the inspection will take place. It should be well lit and have an even hard surface. If we are talking about large-sized equipment Liebherr or ATLANT, it is necessary to provide free access from all sides for visual inspection of the packaging.
To carry out the procedure, you will need tools: a stationery knife or scissors for opening the container, a tape measure, a marker and, preferably, a camera or smartphone to record the condition. It will also be useful to have on hand product passportif it was sent in advance in electronic form, in order to verify the serial numbers.
⚠️ Attention: Never sign the delivery note (TORG-12 or UPD) until the actual inspection of the packaging. The signature means that you confirm that there is no visible damage and that the number of packages is in full compliance.
If the supplier insists on signing documents before unloading, make a note on the delivery note: “Accepted by the number of packages, inspection of the contents and check for damage will be carried out in the presence of a representative of the supplier within 24 hours.” This will protect you in controversial situations.
Visual inspection of the outer packaging
The first stage of acceptance is an assessment of the condition of the transport container. The box should not have any signs of moisture, deep dents or tears in the cardboard. Any violation of the integrity of the packaging may indicate improper transportation or storage.
Pay special attention to the corners of the box. They are the ones who suffer first when struck. If you see that the cardboard is pressed in or there are traces of a breakdown, this is a signal of possible damage to the refrigerator body or compressor inside. In such cases, a Act of discrepancy is drawn up.
- 📦 Check the readability of barcodes and markings: they must match the data in the invoice.
- 💧 Look for traces of moisture or “salt stains” on the cardboard, indicating getting wet.
- 🔨 Inspect for through holes or traces of impacts with sharp objects.
Often on the packaging there are special shock indicators (ShockWatch), which change color with strong shaking. If such an indicator is activated (red), this is a direct basis for a detailed check of the contents and a possible refusal to accept.
⚠️ Attention: The presence of small abrasions on the cardboard is acceptable, but any deformations that could lead to displacement of the internal components require mandatory opening and inspection.
Opening the package and checking configuration
If the appearance of the box is in doubt or this is regulated by the internal rules of your company, an opening is performed. This must be done carefully so as not to damage the refrigerator itself. Remove the top cover and evaluate the position of the foam clips.
Inside the box, the refrigerator must be firmly fixed. Check the presence of all components: instructions, warranty cards, egg trays, grilles, trays. The absence of even a small part can create problems during further sale or operation.
Check serial numberindicated on the nameplate of the refrigerator itself (usually on the side wall inside the chamber or at the back) with the number on the box and in the documents. This is a critically important point for accounting for warranty obligations.
☑️ Inspection upon opening
If scratches are detected on the body or chips of the enamel, a defective statement is drawn up. The goods are either returned to the supplier or accepted at a discount, which must be recorded in the act.
Transportation and installation
After a successful inspection, the equipment must be moved to its permanent location. It is important to follow the rules of transportation here: refrigerators cannot be tilted on their side at an angle of more than 40 degrees, so that oil from the compressor does not enter the cooling circuit.
When moving, use a trolley with soft wheels. Rotation of the refrigerator around its axis on the legs can lead to separation of the compressor from the shock absorbers, which will damage the unit. Carry equipment strictly vertically.
Install the refrigerator on a flat surface. Using adjustable support legs, level the case so that the doors close independently under the influence of gravity (usually a slight tilt back is required).
Why can’t you turn it on right away?
If the refrigerator was transported lying down or at a low temperature, the compressor oil needs time (from 2 to 24 hours) to drain into the crankcase and warm up. Switching on “cold” or without oil is guaranteed to lead to jamming of the compressor.
The distance from the back wall to the wall of the room should be at least 5-10 cm for free air circulation. This requirement is necessary for efficient operation of the capacitor and saving energy.
First switching on and checking the functionality
Only after the refrigerator has “settled” in a vertical position (at least 2 hours if transported standing, and up to 24 hours, if lying down), it can be connected to the mains. Make sure that the outlet is grounded and suitable for the load.
After turning on, listen to the operation of the compressor. Startup should be smooth, with no loud clicking or buzzing noises. After 15-20 minutes, the side walls or back panel should begin to warm slightly - this is a sign that the cooling cycle has begun cooling cycle.
Check the operation of the indicator lights and display (if there is one). Make sure the interior light comes on when the door is opened and goes off when the door is closed. These are simple but important functions that are often forgotten to be checked upon acceptance.
| Check parameter | Standard value | Action in case of deviation |
|---|---|---|
| Noise level | Up to 40 dB (quiet hum) | Check the stability of the legs, the presence of contact with the furniture |
| Cooling time | Cold appears in 15-30 minutes | Wait up to 2 hours, if not, call a specialist |
| Door tightness | The sheet of paper is clamped tightly | Adjusting hinges or replacing the seal |
| Temperature inside | +4...+5°C (main. chamber) | Check the thermostat settings |
If within an hour of operation the characteristic refrigerant noise (gurgling) is not heard and the walls remain cold, there may be a freon leak or the compressor is faulty. In this case, acceptance is suspended until the service specialist arrives.
Documentation and commissioning
The final stage is the paperwork. If there are no defects, the acceptance certificate is signed. In accounting, the refrigerator is registered either as a product (if you are a store) or as a fixed asset (if for your own needs).
For fixed assets, a commissioning act form is drawn up OS-1. It records the inventory number assigned by your organization and the location of the object. From this moment, depreciation begins.
The warranty card must be filled out: the date of sale (or receipt) is entered in it, the seal of the organization and the signature of the seller are affixed. Without a seal, the warranty may be invalid.
All documents are filed in the appropriate accounting folder. It is better to store electronic copies of reports and a photo report on the condition upon acceptance in the company’s cloud archive in case of disputes with the supplier in the future.
Frequently asked questions (FAQ)
Is it possible to accept a refrigerator if there is a small dent on the box?
You can accept it, but only if you open and inspect the case itself. If the dent on the packaging does not damage the metal and plastic of the refrigerator itself, the product is considered acceptable. If the case is damaged, a defect report is drawn up.
How long should the refrigerator stand before turning on?
If the equipment was transported in an upright position, 2-3 hours are enough to stabilize the temperatures and drain the oil. If the refrigerator was lying on its side, the minimum standing time is 12-24 hours.
What to do if the kit does not include a key for adjusting the legs?
The absence of a key is not a critical defect. The legs can often be adjusted by hand or using a regular wrench/pliers. However, this fact is worth noting in the acceptance certificate as an incomplete set, so that the supplier sends the missing element.
Is it necessary to remove the transport locks from the compressor?
In modern household refrigerators, compressors, as a rule, are mounted on springs and do not have external transport bolts, unlike washing machines. However, there may be adhesive shelf holders inside the chamber - they must be removed before use.
Who is responsible if the refrigerator breaks when it is brought into the room?
The person who carried it in is responsible. If these were the supplier's loaders before signing the act - the supplier. If the goods have already been accepted and signed, but your employees broke them, responsibility passes to your organization.