Stock Control and Managemnet

Pacific Logistics

STOCK CONTROL

Stock Control and Managemnet

Pacific Logistics

• Records and Control

• Stock Management

• Stacking

• Loss Management

• Stock Handling

Objectives

Stock Control and Managemnet

Pacific Logistics

Receiving

Storage

Despatch

• What records are required to ensure control of

commodities and goods during these stages?

1 Records & Control

Stock Control and Managemnet

Pacific Logistics

Receiving

• Quantity and Quality checked by Storekeeper/Tally

Clerk and Recorded (often using a TALLY SHEET)

• Sign WAYBILL / DELIVERY NOTE

• Remark any discrepancy, loss or damage

• Issue GOODS RECEIVED NOTE (used if No

waybill)

2 Records & Control

Stock Control and Managemnet

Pacific Logistics

Storage:

•Open BIN CARD / STACK CARD

•Open/Update STOCK CARD

•Open a new STOCK CARD for supplies received with

different stock numbers (ie different donors, expiry)

•Update STOCK LEDGER

3 Records & Control

Stock Control and Managemnet

Pacific Logistics

Dispatch:

• Receive Release Note, LTI, etc

• Quantity and Quality checked by Storekeeper/Tally

Clerk and Recorded (often using a TALLY SHEET)

• Update the BIN/Stack Cards

• Update the Stock

Card

• Update the Stock Ledger

• Issue Way Bill

• Request replacement stock, as required

4 Records & Control

Stock Control and Managemnet

Pacific Logistics

Forms:

• Tally sheet

• Waybill, Delivery Note or Goods Received Note (if no

waybill)

•They are; Main transport document, a contract, a receipt

showing fulfillment of contract, a reporting tool, necessary!

•Make sure you have a copy for each control point in your

supply chain!

• Bin Card / Stack Card

• Stock Card

• Stock Ledger

• Release Note, LTI, etc

5 Records & Control

Stock Control and Managemnet

Pacific Logistics

Form Samples:

6 Records & Control

Stock Control and Managemnet

Pacific Logistics

• Control of access to warehouse

• Quantity and Quality control at reception and dispatch

• Regular inventories (Min monthly)

• Reporting

• Daily Stock Reports

• Monthly Stock Reports

• Post-Deliver Loss Reports

• Separation of Hazardous goods, pharmaceuticals, etc

• Pest Control

• Loss Management (discussed later in detail)

• Reordering of Stock (Min, Max Re-order Points)

Stock Management 1

Click on daily stock report for sample

Stock Control and Managemnet

Pacific Logistics

• Spot checks to determine condition of stocks.

• Look for?:

• Split/broken containers

• Webs, cocoons, moths, insects

• Hardening of sacks

• Unusual smells

• Heating

• Rusting cans

• Move to

reconditioning/

quarantine area

Stock Management 2

Stock Control and Managemnet

Pacific Logistics

Why?:

• Allows access

• Can undertake spot checks

• Quickly assess losses

• Important to make it

easy for monthly

physical inventories

1 Stacking

Stock Control and Managemnet

Pacific Logistics

Exercise:

• Count the quantity of the items

2 Stacking

153 182?

Stock Control and Managemnet

Pacific Logistics

Indoor Stacking procedures

1. Different commodities,

packages & consignments

are stacked separately

2. Between stacks & all walls &

pillars there is at least 1 m

space

1. Between stacks & the roof

structure there is some space

2. Between stacks passage of 2 m

for loading/unloading. 5 to 6 m

passage in a large store where

trucks may enter

5. All stacks are built on pallets etc

(with priority to flour & blended)

Outdoor Stacking procedures

1. Only whole grain cereals,

pulses & vegetable oil in drums

are stacked outside (no flour,

blended food, milk powder or

canned items)

1. The ground is firm & flat (ideally

slight slope for drainage)

2. There is a Pvc sheet between

the dunnage & first layer & this

is tucked up & in between 3 & 4

layers

3. A canvas tarpaulin covers the

stack & is tied down on all

sides, inspected daily.

Stacking 3

Stock Control and Managemnet

Pacific Logistics

4 Stacking Sample:

Methods:

• Different layer,

odd even

binding

• Depends on unit

size, packaging,

etc

Stock Control and Managemnet

Pacific Logistics

5 Stacking

Stock Control and Managemnet

Pacific Logistics

Reconditioning:

• What does this mean?

• What should be reconditioned?

• Record any reconstitution...

1 Loss Management

Stock Control and Managemnet

Pacific Logistics

• Important to document all damages and losses as

per agency procedures (Waybill, loss reports, etc)

• Unfit for Human Consumption

• What happens to this?

• Animal feed, fertilizer, industrial product…

• Salvage sale, donation, destruction…

Loss Management 2

Stock Control and Managemnet

Pacific Logistics

• Disposal of Damaged commodities

• Strict guidelines

• A damaged food commodity that cannot be

economically reconditioned and that has been

certified unfit for human consumption by

qualified authorities and/or accredited facilities

• Out of date medicines, damaged food, etc

Loss Management 3

Click here for Signed Disposal Certificate sample

Stock Control and Managemnet

Pacific Logistics

• Bags are carried, not dragged or thrown, no hooks are

used, bags & cartons are not carried in the rain

• Commodities from damaged containers are recovered –

repacked or containers repaired seperately. Where

possible simple repacking is done at time of unloading.

• Mechanical handling

equipment is in good

condition, regularly

maintained and

correctly used.

3 Stock Handling

Stock Control and Managemnet

Pacific Logistics

GOLDEN RULE:

"IF IT MOVES

- RECORD IT"

Stock Control and Managemnet

Pacific Logistics

Exercise Draw up a flow chart of the different options for

stock movement in an emergency

For each step include:

a)The document that should be used to record

the movement of stock.

b) What document does your agency use if

any?

To be presented as a role play

Stock Control and Managemnet

Pacific Logistics

QUESTIONS