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

6. Routing the Waybill

A CARE waybill has an original and four copies. The warehouse manager or storekeeper at the dispatching warehouse completes the waybill and signs it along with the transporter.

· The original waybill is sent by the dispatching warehouse to the commodity accountant in the finance section of the CARE country, state or regional office (Reference Almis #4496 Inventory Food Commodities - Commodity Accounting Manual ) to record the dispatch in CARE's financial ledgers.

· Copies one, two and three of the waybill are then taken by the transporter to the receiving location.

· Once the Receipt Information and Remarks sections of the waybill are filled out and signed by the receiver and transporter, copy one of the waybill is returned to the commodity accountant in the CARE country, state or regional office, copy two is for the transporter and used for requesting payment, and copy three remains at the receiving location.

· The fourth copy never leaves the dispatching warehouse. It is used to support entries recorded by warehouse managers or storekeepers in the dispatching warehouse's inventory ledgers.

Summary of Waybill Routing

Waybill part

Routed to

Routed when

Original

Commodity accountant in the Finance section in country, state, regional or area office

When authorized for dispatch and signed by transporter who confirms the receipt of food dispatched from the warehouse.

Copy 1

Commodity accountant in the Finance section in country, state, regional or area office

After receiver and transporter sign waybill acknowledging receipt and delivery of the food at the receiving location.

Copy 2

Transporter

After receiver and transporter sign waybill acknowledging receipt and delivery of the food at the receiving location.

Copy 3

Receiving warehouse

After receiver and transporter sign waybill acknowledging receipt and delivery of the food at the receiving location.

Copy 4

Dispatching warehouse

When authorized for dispatch and signed by transporter who confirms the receipt of food dispatched from the warehouse. This copy remains with the dispatching warehouse. It is not taken by the transporter.

CARE-Ethiopia Example

Helpful Hint -- CARE Ethiopia uses multi-colored waybills--each copy is a different color. This makes it easier to identify the source and insure that each copy of the waybill is routed to the appropriate person.