SayPro DOCUMENTS REQUIRED WHEN RECEIVING STOCK

To make sure the flow of goods through a warehouse is smooth and effective; we need a method of recording and tracking goods between all groups involved in the exchange process. We need a way to show that suppliers, purchasers, carriers and distribution centres have all played their part correctly. This is necessary to show exactly what goods have been given to who, and as evidence of work and receipt of goods on which payments will be based. Individual warehouses will have different systems for recording the movement and storage of goods. These systems can be manual or computerised. Making sure the system works involves many different types of documentation.Delivery NoteA delivery note is usually supplied with the goods at the time of delivery. It will state what the supplier has actually delivered to the store. This is probably the most important receipt document of all. Goods delivered are checked against the delivery note to confirm the delivery is correct.InvoiceInvoices are used for the same purpose as the delivery document. However, invoices are used in situations where the distribution centre actually purchases the goods rather than just distributing them for somebody else. Goods received are checked against the amount and description stated on the invoice. The invoice may contain:

• A single item or
• Many items.

Invoices are normally:

• Sent with the load of goods.

Invoices are a very important document as they are

• Used to bill the receiving company.

Great care must be taken to make sure that goods received are accurately checked against the invoice.ManifestSome warehouses are ‘Care Takers’ of goods, (that is they do not actually purchase the goods). These warehouses receive goods using a document called a manifest. The manifest is similar to an invoice. They are used mostly when importing or exporting goods. The information on a manifest is used to check the delivery and make sure all the goods consigned have arrived. A Delivery Note, Invoice or Manifest are used at different times to check that the goods delivered are the right goods and the right quantity.Consignment noteA consignment note is used when the delivery is contracted out to a private carrier. They show what is to be receipted and are usually issued by the carrier of the delivery, as a record of what has actually been sent.In some cases, the goods on a consignment note may be checked with other delivery documents (invoice, manifest etc). A consignment note usually does not give a product description, but will give information like how many boxes, pallets, bags, bales etc. The important sections are:

• Pallet control information.
• Number of items.
• Description.
• Receiver.
• Signature of receiver.

If you are not sure why the points listed above are important to receiving goods, please discuss consignment notes with your supervisor.Internal packing noteThe internal packing note is used to carry out a more detailed check of the stock delivered, once the outer containers, such as cartons, drums, boxes and pallets have been broken down and the stock is ready for inspection and then storage. The packing note lists what is actually within each unit delivered. It should give specific information regarding quantity, type, size, specifications, colours etc.

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