Cover Image
close this bookCARE Food Manual (CARE , 1998, 355 p.)
close this folderChapter 8 - Food receipt and dispatch
close this folderII. Receipt of Food
close this folderC. Documenting the Receipt of Food
View the document1. Complete the Receiving Waybill
Open this folder and view contents2. Authorization of Receipts
View the document3. Documentation of Damages to Unfit Food
View the document4. Excess Receipts
View the document5. Documenting Receipt of Food Shipped on a Through Bill of Lading
View the document6. Routing the Waybill

4. Excess Receipts

In some cases more food may be delivered than is listed on the waybill. When this occurs, add the excess amount onto the receiving waybill. In the example of transactions shown above, an excess of ten bags of wheat were delivered to the warehouse via Waybill # 853. However there was a shortage of ten bags on the next delivery made via Waybill # 854. It would appear that ten bags from Waybill #854 may have been erroneously put onto the truck carrying Waybill # 853.

The warehouse manager or storekeeper should wait until all food has been delivered from a shipment to determine if the excess on one waybill cancels the shortage on another waybill.

Helpful Hint

One way to reduce the risk that excess receipts will not be reported by a warehouse storekeeper is to require the transporter to deliver waybills directly to the warehouse manager before food is unloaded. The warehouse storekeeper is thereby not aware of the amount listed on the waybill. The storekeeper documents the quantity and quality of food received and passes this information to the warehouse manager. The warehouse manager then completes the Receipt Information section on the waybill. This procedure requires the storekeeper to count the food and not to rely on the waybill. It also reduces the possibility that a storekeeper would not report an excess receipt.