6.10.1 Warehouse management tools-minimum requirements

Waybills (Annex 15.5 Waybill format, and Annex 15.6 Waybill tracking sheet)

  • Are an official document
  • Must accompany all commodity movements within the CARE logistics systems
  • Are the primary document to accompany commodity movements through the logistic system, from one point to another
  • Are standard transportation documents world-wide and generally contain the same information, but the design of the waybill may vary
  • Come in multiple copies, usually five, on pre-printed pads in different colors
  • Are numbered with a reference number and dated
  • State the point of loading and the place of delivery
  • State the number of units or pieces loaded
  • List the transport vehicles’ registration numbers including trailer numbers if used
  • The standard CARE waybill is divided into three parts: basic reference data, dispatch information and receipt information
  • Should be issued per transport vehicle
  • Are stamped with the transporter’s stamp, and signed by the driver
  • Should be completed after each shipment has been unloaded
  • The receiver must send a signed copy to the transporter upon receipt of goods
  • Any shortages or damage to commodities must be noted on the waybill before returning it to the transporter, usually via the driver
  • Any failure to note damages or shortages may result in the receiver losing the ability to file a claim with the transporter.

Ledger format (Annex 15.7)
The CARE inventory ledger form is used to record all commodity transactions for a particular shipment. Each shipment will have its own CARE inventory ledger form. The inventory ledger is activated when a new shipment enters the CARE logistic system and is closed when the shipment has been fully received and distributed, and no longer physically resides in stock.

Release order (Annex 15.8)
This document authorizes the storekeeper to release and expedite the goods mentioned on it.

Stack card/bin card (Annex 15.9)
The stack card is a reference associated with each stack of commodities in the warehouse. It provides a record of issues and receipts from a particular stack. No stack should contain more than one shipment. The stack card is an obligatory part of any warehouse management system and is critical to undertake a physical inventory of commodities stored in a warehouse.

Stock report (Annex 15.10)
Items with a high turnover should be the subject of a weekly stock report. A stock report gives an accumulated overview of total incoming and outgoing transactions within a specified time frame. This is related to the previous stock figures and matched against the stock count.

Physical inventory tally sheet (Annex 15.11)
Physical inventory of the stock must be conducted on a regular basis (at least every three months) on a stack-by-stack basis. The number of units counted must be compared with the stack card to ensure that no unrecorded issues or receipts have taken place. A loss report must be completed for the difference between the stack balance and the physical count.

Loss adjustment reports (Annex 15.12)
The loss and adjustment report (LAR) is a reporting form that is used to record any losses or excesses of commodities in the logistic network, including losses in transit and in storage.

Packing list (Annex 15.13)
This document specifies the distribution of goods in individual packages.

Daily report receipt form (Annex 15.14)
This form is used by the storekeeper to report daily on the receipt of incoming goods in the warehouse.

Note! For central warehouses, the storekeeper should computerize the data daily. A basic computer with a spreadsheet will save time if stock reports are already in electronic format.