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    Mamo Unit 2 Task 9

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    muhammad kaleem
    1) A physical verification of stock levels at the Chagong warehouse must be conducted by cross-checking stock records against the actual physical inventory. 2) Any discrepancies between records and physical counts must be immediately reported and investigated to understand the reasons for inconsistencies and prevent future errors. 3) Proper documentation procedures and stock record systems must be established and followed for receiving, storage, picking, and dispatching of all inventory items to ensure accurate tracking of materials.

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    Mamo Unit 2 Task 9

    Uploaded by

    muhammad kaleem
    99 views4 pages
    1) A physical verification of stock levels at the Chagong warehouse must be conducted by cross-checking stock records against the actual physical inventory. 2) Any discrepancies between records and physical counts must be immediately reported and investigated to understand the reasons for inconsistencies and prevent future errors. 3) Proper documentation procedures and stock record systems must be established and followed for receiving, storage, picking, and dispatching of all inventory items to ensure accurate tracking of materials.

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    CHL V3 PROCUREMENT

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    1) A physical verification of stock levels at the Chagong warehouse must be conducted by cross-checking stock records against the actual physical inventory. 2) Any discrepancies between records and physical counts must be immediately reported and investigated to understand the reasons for inconsistencies and prevent future errors. 3) Proper documentation procedures and stock record systems must be established and followed for receiving, storage, picking, and dispatching of all inventory items to ensure accurate tracking of materials.

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    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    99 views4 pages

    Mamo Unit 2 Task 9

    Uploaded by

    muhammad kaleem
    1) A physical verification of stock levels at the Chagong warehouse must be conducted by cross-checking stock records against the actual physical inventory. 2) Any discrepancies between records and physical counts must be immediately reported and investigated to understand the reasons for inconsistencies and prevent future errors. 3) Proper documentation procedures and stock record systems must be established and followed for receiving, storage, picking, and dispatching of all inventory items to ensure accurate tracking of materials.

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    RE: TASK 9 – WAREHOUSE AND INVENTORY

    Verification of physical stock checking


    As a part of warehouse management system, we have to carry out the physical control of the

    stock by checking information on the physical location and final status of the stock. We have

    in our hand a stock report of Chagong in the Handover Report of the previous Logistics

    Officer. We have to do the following steps to verify the stock level by physical checking:

    We have to cross check the stocks issued from Mugla warehouse and stock received from

    Chagong warehouse. The data entries from the 2 warehouses must be matched.

    We have to carry out a Physical checking of stock in the warehouse. There must not be any

    discrepancies between actual stock location and quantity and what is regularly recorded in the

    database. If there is any discrepancy found, we have to record immediately and report about it

    to the higher level of management. At the same time we have to find out the reason of that

    discrepancy and take some action to avoid the same mistake in the future.

    Investigation of the Discrepancies between Stock and Stock Records

    When an emergency happen suddenly, we have to push the supplies to the affected areas as

    soon as possible and we are in a hurry to do so. In this regard, it is normally the weakest time

    to keep correct records of the flow of Goods. We cannot recruit promptly some able and

    experienced staff to handle the stock outflow correctly and there were not some good report

    and controlling systems in place. At that time, discrepancies can be happened on account of

    the following reasons:

    • Failure to check the outgoing supplies properly

    • Failure to check the quantity mentioned on the delivery waybills

    • Lack of catalogue and coding system in warehouse management

    • Putting stocks in the wrong location and mixing up the different items in the same

    place

    • Failure to take record immediately on bin cards and stock record when supplies in/out

    • Releasing supplies without official/on paper authorisation

    • Misappropriations of supplies

    Procedures to establish to have a good and accurate stock record system


    Warehouse Manager is fully responsible for keeping a good and accurate stock system in
    place. Every movement of stock in and out must be monitored and put into record properly.

    Based on these records, we can create the reports to our donors about our inventory

    management process. In our stock record system, we must carefully take into account the

    following key factors:

    => Providing unique identification number for each and every single item we stored

    => Using Stock Card to record the item’s ID, pack quantity, location in the warehouse and

    data for further inventory control

    => Using Bin card to mention the ID of a batch of a stock which must be placed physically

    near to the actual piling of the stock

    Based on these important factors, we need to set up a good system of documentation that can

    control and record the every movement of the stock. The major parts of stock management

    that required accurate documentation are as follows:

    1/Receiving

    2/Storage

    3/Picking

    4/Release/Dispatch

    1/Receiving

    Receiving goods and supplies is the major activity a warehouse must regularly do whenever a

    certain amount of supplies flow into the warehouse from suppliers or donors. In this regards,

    all supplies coming into the warehouse must be accompanied by some documentation such as

    Purchase order, or purchase contract, delivery waybill from the supplier or from another

    warehouse and some form of shipping documents as AWB/Bland Invoice Packing list. After

    cross checking the physical supplies with the attached document and they are found to be

    correct, these supplies must be stored by using proper and suitable documents. A warehouse

    receipt voucher must be issued accordingly and give to the party that transport the supplies.

    2/Storage

    After checking of these supplies show that quality, quantity and type/kind/brand and detail

    descriptions of the items are correct, these supplied should be stored at a certain suitable

    location and all relevant data should be recorded on the stock cards and bin cards properly.

    A complete record of each item must be recorded on Stock card (mentioning date, quantity,

    description, Location, package type and any other important information like expiry date and
    batch no of the product. We have to record Purchase order number and supplier details in

    order to track the movement of supplies in the pipeline. It also records dates of dispatch with

    information about final destination. In addition, all incoming item must have a Bin card to

    indicate what the received quantities and origin of sending and time of receiving.

    3/Picking list

    When we received the despatch requests from our programme colleagues, we can fill in the

    picking list in order to select the required items out of storage. We have to file all these

    picking lists for future record and reference.

    4/Dispatch request and Waybill/ Delivery Notes

    When supplies are going out of warehouse in accordance with the dispatch requests raised by

    programme, it is very important to record the movement of supplies in all relevant documents

    such as Bin Card, Stock Card and these out going supplies must be accurately put on Way

    Bills and Delivery Notes. The name of consignee, description of items, quantity date,

    consignee, driver name, truck number, name of dispatching officer as well as details of the

    receiving person in addition to space for remarks about delivery condition and any specific

    information about the supplies sent must be recorded on these documents.

    In addition to the above-mentioned documents, we need a daily warehouse report of each

    warehouse staff. In their daily report, each staff member should record what they have done in

    their respective areas of works in the warehouse. Even tallyman can have a report about the

    receiving and dispatching of supplies and about detail quantity he can report to the warehouse

    manager. There should be a readymade printed form to be filled up by the staff as a tool to

    control the receiving and dispatching processes of warehouse.

    This daily warehouse report can help us to cross check the some inventory errors in the main

    stock records. Since all documents used in our warehouse are interlinked, the mistakes in one

    document can be traced back and verified by the other related documents.

    Other factors needed to be consider


    Apart from the keeping of correct documentation, we need to have a workable organizational

    structure for our warehouse. The following man power is essentially necessary to run our

    warehouse:

    Although currently we use manual stock record system in Chagong warehouse, we need a
    Title Responsibility/Duties Report To

    Warehouse Manager over-all management Logistics Officer

    Data Entry Clerk maintaining Inventory Data Warehouse Manager

    Tallyman (1) Receiving Supplies Warehouse Manager

    Tallyman (2) Storage of Supplies Warehouse Manager

    Tallyman (3) Despatch of Supplies Warehouse Manager

    good information system for warehouse management and stock records that will help us to

    handle issues in less time and more efficient ways to prepare for our stock reports.

    This information system will also give us more control to handle the stock in/out by helping

    in preventing discrepancies and tracking the location and direction of supplies. Not only that,

    we can help our programme colleague for having a good planning tool enabling efficient

    implementation of projects by using these well-stocked supplies.

    Best Regards,

    Aung Kyaw

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