Inventory Management Procedures

Incoming/Outgoing Reports

• Acknowledging Receipt:
  • Fully complete the "Receipt Information" section of the waybill.
  • Note any discrepancies between dispatched and tallied amounts.
  • Record any losses not acknowledged at the time of waybill signing.
  • For non-CARE waybills, document any missing information on the waybill to avoid liability.
• Damaged Inventory:
  • Repackage damaged inventory to the extent possible.
  • Record the number of original damaged units, type of damage, and resulting repackaged units in the "Remarks" section of the waybill.
• Excess Delivery:
  • If delivered quantities exceed the waybill, include the excess in the "Received in Good Condition" section.
  • In large shipments, wait until all items are delivered to determine if excess on one waybill compensates for shortage on another.
• Discrepancies:
  • If the transporter disagrees with quantity/condition, the differences should be noted in the "Remarks" section of the waybill.
  • Failure to note differences can make the transporter liable.
• Waybill Signatures:
  • Both the receiver and transporter must sign the waybill.
  • The transporter's signature confirms delivery of the correct quantity and condition.
  • If the transporter disagrees with provided information, they should not sign the waybill.

Recordkeeping and Reporting

• Warehouse Stock Cards:
  • Update warehouse stack cards for new stacks and additions to existing stacks.
• Inventory Ledgers:
  • Create inventory ledgers for new items, shipments, and donors.
  • Update them to reflect changes in existing stock.
• Loss and Adjustment Report:
  • Prepare reports as needed.

Documenting Dispatch

• Dispatch Authorization:
  • Complete the "Dispatch Authorization" form with relevant data (date, waybill number, dispatched units).
  • Provide receiving points with a copy of the completed form.
• Receiving Points Verification:
  • Receiving points should verify the received consignment using information on the dispatch authorization.
• Waybill Routing and Records:
  • Properly route waybills.
  • Maintain records of issued waybills.
  • When a waybill is returned to the warehouse, check signatures against specimens.
  • Investigate discrepancies; maintain separate files for Receipt and Dispatch documents.
• Physical Counts and Reconciliation:
  • Take a physical count of related stacks.
  • Document and reconcile any differences.
• Update Records: Update stack/bin cards and warehouse inventory ledgers using dispatch information.

Shipment Details

• Shipment ID: Unique identifier for each shipment.
• Purchase Order Number: Reference to the corresponding purchase order.
• Supplier Name: Name of the supplier sending the shipment.
• Receiving Date: The date the shipment was received.
• Carrier: Shipping carrier used for the shipment.
• Tracking Number: Tracking number for the shipment.
• Items Received: Number of items included in the shipment.
• Total Weight: Total weight of the shipment.
• Total Value: Total value of the items received.
• Shipping Cost: Cost of shipping the items.