Documentation And Record Keeping Chapter 3 PDF

DOCUMENTATION AND RECORD KEEPING CHAPTER -3  Lesson Objectives By the end of this lesson, you will be able to: Describe the importance of documentation and 1 reporting in the supply chain and in particular, in emergencie...

DOCUMENTATION AND RECORD KEEPING CHAPTER -3  Lesson Objectives By the end of this lesson, you will be able to: Describe the importance of documentation and 1 reporting in the supply chain and in particular, in emergencies. Describe the types documentation used across 2 the supply chain and the elements of recording and reporting.  Why do we use documentation and keep records? To allow transparency and ensure accountability To track all cargo movements and monitor stock levels To enable management in making decisions  Supply Chain Document Flow PURCHASE ORDER MODE CUSTOMS or RELEASE NOTE SELECTION CLEARING & (Prepositioned) FORWARDING SOURCING & PROCURMENT NEED IDENTIFIED LOADING DIRECT DELIVERY TALLY SHEET DISPATCH AUTHORIZATION DISTRIBUTION or WAYBILL ISSUED COMMENCED ENTERED WAREHOUSE TALLY SHEET WAYBILL ENTERED WAYBILL SIGNED RECEIPT ENTERED CARGO DELIVERED DRR PREPARED DISPATCH REPORT DRR PRINTED INVOICE PAYMENT INVOICE PAYMENT FOR MODULE PAYMENT REQUEST SERVICE  Inventory Management Receipt Storage Dispatch Waybill Stack Card Release Note Loading Tally Sheet Stock Card* Authorisation Daily Receipts Daily Stock Tally sheet Report Position Daily Stock Waybill Position Daily Dispatch Report Daily Stock Position Recording, Reporting & Follow-up Procedures Recording Reporting Follow-up Inventory Management: Documentation GOLDEN RULE: "IF IT MOVES - RECORD IT" Bill of Lading / Waybill Waybill  Commodity Management Daily Consolidated Movements & Stock Report I. WAREHOUSE DETAILS 1. Warehouse Name 2. Location 3. Reporting Date II. STOCK MOVEMENTS/STOCK DETAILS 4. 5. S.I. 6. 7. 8. Opening Stock 13. Receipts 16. 17. 18. Closing Balance Commodity Number Project Unit- Dis Losse # Wgt patc s KG hes 9. Good 10 Damaged 11. 12. 14. 15. 19. 20. 21. 22. Spoiled Unavailable Good Damaged Go Dam Spoiled Unavailabl od aged e III. CERTIFICATION 23. Prepared by 26. Certified by: 24. Title 27. Title 25. Signature 28. Signature Stock Card Distribution Report  Lesson Recap Questions: What is the importance of documentation and 1 reporting in the supply chain and in particular, in emergencies? What are the types documentation used across 2 the supply chain and the elements of recording and reporting? ACTIVITY In your groups, create a documentation flow of High Energy Biscuits, procured in France, shipped by sea to Dakar, Senegal, then to Lagos and by road to Abuja, Nigeria. What kind of documentation do you need? Who is involved in the handling of each document? Where you will have warehouses and for what purpose? 30 minutes to prepare 20 minutes to present/discuss