Storage documentation

Storage documentation
See also
Notice of arrival Sources of information in logistics Logistic audit Goods received note Supply logistics subsystem Procurement logistics Inventory record Contract logistics Receiving area

Storage documentation, used in a proper way to document magazine operations, allows for conducting effective records of past events related to the receipt and delivery of goods, and the size of their states. The records also provides information about the various types and stages of trading stock.

Basic organizational documents of the magazine

Basic organizational documents of the magazine are intended to ensure its proper organization in terms of policy and the process of storage and security. The basic organizational documents of the magazine are:

• Instructions for storage - is a document defining the organization and warehouse management technology in the enterprise. It also defines the scope of the magazine as well as the basic principles and procedures for performing warehouse operations.
• Terms and warehouse operation - Terms of magazine work includes procedures under applicable law.
• Documentation describing rules for storage of personal data - records, which regulates the manner and form of retention of personal data of suppliers, customers and partners. It also indicates a form of protection and ways of recording information associated with them.
• Operational documents for equipment - maintained in order to ensure proper operation of the equipment used in it..
• Address documentation - this documentation is governed by the manner and location of the storage of materials and goods that are in stock.
• Characteristics of dangerous substances

Proper warehouse documentation storage

The main criterion of division of warehouse documents is the direction of the flow of materials to the warehouse or from the warehouse. Therefore, stock turnover documents can be divided into revenue documents and expendable.

• Take-In document used do admit goods into receiving area in magazine,
• Internal receipt-a document used for collecting material from the part of the company.
• Internal return internal - document the return of the material.
• Inter-magazine transfer - This is the main document confirming the transfer of material between warehouses within the company.
• Issue outside - document the outflow of material intended for sale or free transfer.
• Internal release - Document confirming the delivery of materials to the needs of the internal departments and enterprises.

See also:

• Principles for the warehouse organization

Examples of Storage documentation

• Inventory tracking report: This type of storage documentation is used to track the quantity and quality of inbound and outbound stock of a magazine. The report provides information such as the date of receipt and delivery, the quantity of each item, its condition (new, used, etc.), and its cost.
• Stock control log: This type of storage documentation is used to track the quantity of stock received and the amount of stock available in the magazine. It can also provide information about the delivery of products, their condition, and the cost.
• Stock audit report: This type of storage documentation is used to assess the accuracy of inventory records. It includes information about any discrepancies between the actual stock and the records, as well as any discrepancies between the stock listed in the records and the stock actually present in the magazine.
• Receiving report: This type of storage documentation provides information about items received in the magazine, such as the quantity of each item, their condition, and the cost. It also includes information about who accepted the delivery and the date of receipt.
• Shipping report: This type of storage documentation is used to track the delivery of items from the magazine. It includes information about the quantity of each item, its condition, and the cost. It also includes information about who accepted the delivery and the date of shipment.

Advantages of Storage documentation

Storage documentation provides a number of advantages for magazine operations. This includes:

• Improved accuracy and reliability of record keeping. Storage documentation helps to ensure that all records related to the receipt and delivery of goods, and the size of their states, are accurately and consistently recorded. This improves the accuracy of inventory management and provides more reliable data for future decision making.
• Enhanced security and control. Storage documentation also helps to ensure that goods are kept secure and that their movement is tracked and monitored. This helps to prevent theft and loss, and reduces the risk of goods being damaged or lost in transit.
• Increased visibility and transparency. Storage documentation provides the ability to easily and quickly access records, allowing users to quickly gain an understanding of inventory levels, pricing, and other key information. This helps to ensure that all stakeholders have an up to date view of the state of goods and can make informed decisions in a timely manner.
• Improved efficiency and cost savings. By providing an accurate record of goods and their states, storage documentation can help to reduce the need for manual data entry, resulting in improved efficiency and cost savings.

Limitations of Storage documentation

Storage documentation has its limitations, including:

• Inability to track changes in stock levels over time, as it only captures the current state of stocks.
• Difficulty in forecasting future stock needs as the system does not track stock usage patterns.
• Lack of visibility of the full supply chain, as the documentation only records transactions within the magazine.
• Inability to provide real-time information on stock levels, as the system relies on manual data entry.
• Potential lack of accuracy, as errors in data entry can occur.
• Inability to track the location of goods, as the system does not have a tracking system.

Other approaches related to Storage documentation

Storage documentation can also include other approaches to help magazines conduct effective operations. These are:

• Asset tracking – This allows magazines to view and document the location of their assets, such as products, inventory and equipment, as well as their condition and notes related to them.
• Bill of lading – This is a document that serves as a receipt for goods sent or delivered, and it records the quantity, condition, and ownership of the goods.
• Inventory management – This is the process of recording, tracking and managing the levels of inventory in order to ensure that there is enough stock to meet customer demands.
• Warehouse management – This is the process of managing the storage of goods, tracking their location and ensuring that orders are fulfilled correctly.

In summary, storage documentation can involve a range of approaches to help magazines track and manage their assets, inventory and warehouse operations.

References

• Bowersox, D. J., Closs, D. J., & Cooper, M. B. (2002). Supply chain logistics management (Vol. 2). New York, NY: McGraw-Hill.
• Harmon, R. L. (1993). Reinventing the warehouse: world class distribution logistics. The Free Press.
• Hompel, M., & Schmidt, T. (2006). Warehouse management: automation and organisation of warehouse and order picking systems. Springer Science & Business Media.
• Rouwenhorst, B., Reuter, B., Stockrahm, V., Van Houtum, G. J., Mantel, R. J., & Zijm, W. H. M. (2000). Warehouse design and control: Framework and literature review. European Journal of Operational Research, 122(3), 515-533.
• Stock, J. R., & Lambert, D. M. (2001). Strategic logistics management (Vol. 4). Boston, MA: McGraw-Hill/Irwin.