Documentation Record Keeping WFP Logistics We Deliver Lesson

Documentation & Record Keeping WFP Logistics, We Deliver

Lesson Objectives By the end of this lesson, you will be able to: 1 Describe the importance of documentation and reporting in the supply chain and in particular, in emergencies. 2 Describe the types documentation used across the supply chain and the elements of recording and reporting.

Documentation & Record Keeping 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 or RELEASE NOTE (Prepositioned) SOURCING & PROCURME NT NEED IDENTIFI ED TALLY SHEET WAYBILL ISSUED LOADING AUTHORIZATI ON ENTERED DISPATCH COMMENCED WAYBILL ENTERED DISPATCH REPORT CUSTOMS CLEARING & FORWARDIN G DIRECT DELIVERY DISTRIBUTION or WAREHOUSE TALLY SHEET WAYBILL SIGNED DRR PREPARED CARGO DELIVERED INVOICE PAYMENT MODULE MODE SELECTION INVOICE PAYMENT REQUEST RECEIPT ENTERED DRR PRINTED PAYMENT FOR SERVICE

Exercise: Supply Chain information flow 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

Inventory Management Receipt Storage Dispatch Waybill Stack Card Release Note Tally Sheet Stock Card* Loading Authorisation Daily Receipts Report Daily Stock Position Tally sheet Daily Stock Position Waybill Daily Dispatch Report *Manual stock card in most Organisations now electronic 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. Commodity 5. S. I. Number 6. Project # 7. Unit. Wgt KG 8. Opening Stock 9. Good 10 Damaged 11. Spoiled 13. Receipts 12. Unavailable 14. Good 15. Damaged 16. Disp atch es III. CERTIFICATION 23. Prepared by 26. Certified by: 24. Title 27. Title 25. Signature 28. Signature 17. Losses 18. Closing Balance 19. Go od 20. Dam aged 21. Spoiled 22. Unavailabl e

Stock Card

Distribution Report

Lesson Recap Questions: 1 What is the importance of documentation and reporting in the supply chain and in particular, in emergencies? 2 What are the types documentation used across the supply chain and the elements of recording and reporting?

Questions WFP Logistics, We Deliver