Incoming/Outgoing Reports PDF

CHAPTER-05 INCOMING/OUTGOING REPORTS ACKNOWLEDGING RECEIPT Fully complete the ‘Receipt Information’ section of the waybill. Note any discrepancies between the amount dispatched and the tally sheet(s) total. It will be difficult if not impossible to later hold a transporter liable for any los...

CHAPTER-05 INCOMING/OUTGOING REPORTS ACKNOWLEDGING RECEIPT Fully complete the ‘Receipt Information’ section of the waybill. Note any discrepancies between the amount dispatched and the tally sheet(s) total. It will be difficult if not impossible to later hold a transporter liable for any losses not acknowledged at the time the waybill was signed. If goods or commodities were delivered with a non-CARE waybill, write any required information that is missing onto the waybill. Failure to write complete information exposes the receiver to liability for the value of all losses.  To the extent possible, repackage inventory which arrives in damaged packages so that the total number of resulting full units can be included in the ‘Received in Good Condition’ section of the waybill. In the ‘Remarks’ section, note the number of original units damaged, the type of damage, and the number of resulting repackaged units  a larger quantity is delivered than is stated on the waybill, include the excess amount in the Received in Good Condition’ section of the waybill. If a large shipment is being delivered over several days, before filing a Loss and Adjustment Report, the warehouse manager may want to wait until all units have been delivered to determine if the excess on one waybill cancels the shortage on another waybill.  If the transporter does not agree with the quantity and/or condition of items off-loaded, the transporter is required to write any differences in the Remarks section of the waybill. If the transporter does not write anything in the Remarks section of the waybill, he can be held responsible for any losses from this delivery. 1. Both the receiver and the transporter sign the waybill. 2. The transporter’s signature acknowledges delivery of the same quantity and condition of inventory as the person responsible for receipt. If the transporter does not agree with the receiver’s information, he should not sign the waybill.  RECORDKEEPING AND REPORTING 1. Prepare warehouse stack (or bin) cards for new stacks or update stack cards for any additions to existing stacks.( All inventory stored in warehouses is placed in stacks) 2. Prepare warehouse inventory ledger(s) for new items, shipments, or donors, etc. Update ledgers for any additions to existing stock. Prepare Loss and Adjustment Report(s) as needed 1. Prepare a Repackaging / Reconstitution of Food Commodities Certificate (if applicable) 2. Prepare a Daily Warehouse Report. 3. Send appropriate receiving documents to the sender. 4. Maintain separate files for Receipt documents and Dispatch documents. DOCUMENTING DISPATCH 1. Complete the date of dispatch, waybill number, total number of units dispatched, and allocation balance section on the Dispatch Authorization. 2.Provide all receiving points with a copy of the Dispatch Authorization for that particular destination. The receiving points should compare it with their records to make sure that each consignment was received. 1.Route the waybills as described 2.Maintain records of way bills issued. When a copy of the waybill signed by the receiver is returned to the warehouse (as proof of delivery), compare receiver’s signature to specimen on file and investigate any discrepancies. Maintain separate files for Receipt documents and Dispatch documents. 3.Complete a physical count of the stacks from which inventory was taken. Document and reconcile any differences. 4.Update stack / bin cards and warehouse inventory ledgers with dispatch information.  Purchas Items Shippi Shipme e Order Supplier Receivin Tracking Receive Total Total ng nt ID Number Name g Date Carrier Number d Weight Value Cost Notes 1Z99999 Alpha 2024-11- 9999999 $1,000.0 INC-001 PO-1234 Corp 17 UPS 9999 10 50 lbs 0 $50.00 Delayed 2Z99999 shipment due 2024-11- 9999999 to customs INC-002 PO-5678 Beta Inc. 16 FedEx 9999 8 40 lbs $800.00 $40.00 clearance 3Z99999 Gamma 2024-11- 9999999 INC-003 PO-9012 LLC 15 USPS 9999 5 25 lbs $500.00 $25.00  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.