Key Warehousing Documents
Key Warehousing Documents
Advanced shipping notice (ASN)
- Advanced shipping notice (ASN) is a document that provides detailed information about a pending delivery. The purpose of an ASN is to notify the customer when shipping occurs and provide physical characteristics about the shipment so the customer can be prepared to accept delivery.
- A Waybill is used as the warehouse issuing document, certifying the transfer/release of goods. It is the base document for financial transactions, such as the payment of the supplier/forwarder and the recording of the accounting entries.
Goods Receiving Note (GRN)
The Goods Receiving Note (GRN) is a standard warehousing document to confirm receipt of goods. It is the base document for financial transactions, such as the payment of the supplier/forwarder and the recording of the accounting entries.
Bin/Stack Cards are standard warehousing documents that are fitted to an item bin/stack in the warehouse. The card displays the beginning balance, movements in and out and the current balance of an item at any given time. One bin/stack should only contain one type of item from one unique Purchase Order (PO) number.
- The Stock Card is a standard warehousing document which consolidates the information of multiple bin/stack cards relating to the same item and PO in case it is stored in different bins/stacks of the warehouse. It should be continuously updated by the warehouse and maintained in the warehouse area.
Stock Card vs. Bin/Stack Card
- In smaller warehouses, the Stock Cards provide the same information as the Bin/Stack Card. In larger warehouses the Stock Card information will consolidate the information of multiple Bin/Stack cards and show the total inventory holding of an item/PO which is stored in different bins/stacks.
- Incoming Shipment Report
The Incoming Shipment Report is a standard warehousing document summarising all incoming shipments to a warehouse by item, Waybill/consignment and PO number. The report is used by the warehouse to control incoming inventory movements, and by the warehouse office to verify that WMS has been updated accordingly.
- Outgoing Shipment Report
The Outgoing Shipment Report is a standard warehousing document summarising all outgoing shipments from a warehouse by Waybill/consignment and PO number. The report is used by the warehouse to control outgoing inventory movements, and by the warehouse office to verify that WMS has been updated accordingly.
- The Stock Report is a non-standard warehousing document used to report the inventory position/holding for all inventory items by PO, at warehouse level. The reporting frequency will be determined based on the inventory turnover rate and/or the fluctuation in demand but is normally weekly.
Layout & Storage Plan
- The Layout & Storage Plan is a non-standard warehousing document showing by lot ID/PO where items are currently stored and where arriving items can be stored. Thus, it facilitates the picking process and warehouse management (e.g. physical verification, consolidation, warehouse space planning, etc.).
Warehouse Keeper’s Receipt
- It is simply an acknowledgement of goods issued by a warehouse keeper to the owner of the goods. It is not a document of title to goods and, therefore, cannot be transferred at all.
Dock Warrant or Warehouse Warrant
- It is a document of title to goods issued by dock authorities certifying that the goods are held by them. To take delivery of the goods, this certificate has to be given back to the authorities.
- It is a form issued by railway companies to be signed up by all persons who intend to send goods by railways. It contains terms and conditions on which the railway company undertakes the carry the goods. This form is to be filled in and handed over to the Railways along with the goods.
Bill of Lading (B/L)
- Bill of lading is also a receipt of goods issued by the master of the ship or the shipping companies in sea transportation. On the one hand, it is an acknowledgement of goods and on the other, a contract of carriage.
Other Key Documents May Include
- Distribution plans
- Dispatch authorizations
- Dispatch waybills (pre-printed and renumbered)
- Waybill tracking documentation
- Tally sheets (loading and offloading)
- Casual labourer attendance sheets
- Separate warehouse ledgers for:
- Each commodity type and shipment number
- Damaged/unfit commodities
- Commodity loans/transfers
- Commodity reconstitution records
- Commodity disposal/destruction records
- Warehouse fumigation records/reports
- Warehouse inspection reports
- Warehouse physical inventory count sheets/reports
- Loss (damage) reports (pre-printed and pre-numbered)
- Internal loss claim records and backup documents
- Warehouse daily reports
- Warehouse monthly reports
- Commodity status reports
- Warehouse assets/equipment list