15.2 Report reconciliation and flow monitoring

Reconciliation consists of a counting and monitoring operation aimed at retracing all the movements of flows in distribution exercises, and ensuring coherence between them.

It aims to ensure that distributed items are well used and managed, and to supply a reliable picture of the activities carried out and of the status of resources (stock level).

The process of reconciliation occurs at each level of the items supply chain, for each movement made, and ends in an overall synthesis of the movements over the period considered.

After each distribution, once the undistributed items have been returned to the main warehouse:

  • each head of warehouse establishes a Supply Report (quantity delivered/quantity returned)
  • each distribution site supervisor establishes the Distribution by Site Report
  • the data contained in the two reports are compared to ensure that they concur and to identify any eventual inconsistency.

Once this work has been accomplished by site, the head of distribution produces the Distribution Report, which is then compared to the Stock Report, produced by the head of logistics, to ensure that the data are consistent.

The head of the programme then verifies and validates the two reports. No new distribution should be undertaken until the verification and reports have been made.