Documentation and Record Keeping - Chapter 3

The process of recording and reporting on the movement of goods within a supply chain, including details like quantities, locations, and dates.

A document that summarizes the stock levels and movements of a particular commodity within a warehouse.

A document that provides a detailed overview of how a product is distributed across different locations.

Opening Stock refers to the quantity of goods available at the beginning of a specific period. This includes any inventory that is already present in the warehouse.

Closing Stock represents the amount of goods remaining in the warehouse at the end of a given period.

The process of receiving goods into a warehouse.

Spoiled goods are products that have deteriorated in some way and are no longer suitable for sale.

Goods that are unavailable for sale due to reasons like damage, being in transit, or not meeting quality control.

The key to the efficiency of the supply chain lies in strong documentation and reporting, especially during emergencies. These records guarantee transparency, accountability, and effective decision-making.

Different types of documentation are employed across the supply chain. Some examples include:

1. Purchase Orders
2. Invoices
3. Packing Lists
4. Bills of Lading
5. Shipping Manifest
6. Delivery Receipts

These documents are used to track goods, provide evidence of transactions, and ensure timely delivery of products.

Documentation in the supply chain ensures transparency, allows for accountability, tracks cargo movements, monitors stock levels, and enables informed management decisions.

A purchase order authorizes the procurement of goods, a release note signals the goods are ready for shipment, and a mode selection document determines the transportation method.

Tally sheets capture the quantity and details of goods upon loading and unloading, a waybill tracks the shipment from origin to destination, and a dispatch report confirms goods have been sent.

The daily receipts report documents incoming goods, the daily stock position report shows current inventory levels, and the daily dispatch report records outgoing goods.

The golden rule of documentation in supply chain management is to record every movement of goods to maintain accurate inventory records.

A bill of lading, also known as a waybill, is a document that details the shipment of goods, including the sender, receiver, and transportation details.

A commodity management report consolidates daily movements and stock levels for different goods, providing a comprehensive overview of inventory.

Inventory management documentation follows a simple process of recording, reporting, and follow-up. This ensures accurate tracking and management of goods.

A stack card details the location and quantity of goods in storage, while a stock card provides a comprehensive inventory record for a specific item.

Documentation in supply chain management is crucial for transparency, accountability, and efficient decision making. It plays a vital role in tracking, managing, and controlling goods throughout the supply chain.