Pacific Logistics

Stock Control and Managemnet

STOCK CONTROL
Pacific Logistics

Stock Control and Managemnet

Objectives
• Records and Control
• Stock Management
• Stacking
• Loss Management
• Stock Handling
Pacific Logistics

Stock Control and Managemnet

Records & Control 1

Receiving
Storage
Despatch

• What records are required to ensure control of

commodities and goods during these stages?
Pacific Logistics

Stock Control and Managemnet

Records & Control 2

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)
Pacific Logistics

Stock Control and Managemnet

Records & Control 3

 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
Pacific Logistics

Stock Control and Managemnet

Records & Control 4

 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
Pacific Logistics

Stock Control and Managemnet

Records & Control 5

 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
Pacific Logistics

Stock Control and Managemnet

Records & Control 6

 Form Samples:
Pacific Logistics

Stock Control and Managemnet

Stock Management 1
• 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)
Click on daily stock report for sample
Pacific Logistics

Stock Control and Managemnet

Stock Management 2
• 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
Pacific Logistics

Stock Control and Managemnet

Stacking 1
 Why?:
• Allows access
• Can undertake spot checks
• Quickly assess losses
• Important to make it
easy for monthly
physical inventories
Pacific Logistics

Stock Control and Managemnet

Stacking 2
 Exercise:
• Count the quantity of the items

153 182?
Pacific Logistics
Stock Control and Managemnet
Stacking
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)
3
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.
Pacific Logistics

Stock Control and Managemnet

Stacking 4
 Sample:
 Methods:
• Different layer,
odd even
binding
• Depends on unit
size, packaging,
etc
Pacific Logistics

Stock Control and Managemnet

Stacking 5
Pacific Logistics

Stock Control and Managemnet

Loss Management 1
 Reconditioning:
• What does this mean?
• What should be reconditioned?
• Record any reconstitution...
Pacific Logistics

Stock Control and Managemnet

Loss Management 2
• 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…
Pacific Logistics

Stock Control and Managemnet

Loss Management 3
• 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

Click here for Signed Disposal Certificate sample

Pacific Logistics

Stock Control and Managemnet

Stock Handling 3
• 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.
Pacific Logistics

Stock Control and Managemnet

GOLDEN RULE:

"IF IT MOVES
- RECORD IT"
Pacific Logistics

Stock Control and Managemnet

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
Pacific Logistics

Stock Control and Managemnet

QUESTIONS