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

1. Complete the Receiving Waybill

For information on how to record waybill information on stack cards and Warehouse Inventory Ledgers see Inventory Accounting and Reporting. Below are examples of some port transactions followed by sample filled out waybills.

Example 1 -- Waybill # 850

· 29 October -- 1,000 bags are dispatched from port warehouse to warehouse #1 via Waybill # 850.
· 29 October -- The truck carrying Waybill #850 from the port warehouse arrives at warehouse #1. A total of 975 bags of food are unloaded, of which five bags are torn and leaking, and two are stained and appear to be unfit for human consumption.

Example 2 -- Waybill #853

· 31 October -- 1,000 bags are dispatched to warehouse #1 via Waybill #853.
· 31 October -- The truck carrying Waybill #853 arrives at warehouse #1 and unloads 1,010 bags, of which five are torn and leaking, three are moldy, and ten are underweight by five kilos each.

Example 3 -- Waybill #854

· 1 November -- 1,000 bags are dispatched from the port warehouse to warehouse #1 via Waybill #854.
· 1 November -- The truck carrying Waybill #854 from the port warehouse arrives at Warehouse #1 and unloads 990 bags.

CARE WAYBILL

850

Dispatching Warehouse #:

PORT WAREHOUSE

Date: 29/10

Receiving Location:

WAREHOUSE #1

Transporter:__________________

Project Number: ___________________________

Truck #/ Trailer #:______________

Dispatch Information:

Commodity

Shipment #

Unit:
bag/carton/
drum

Unit:
weight
kgs.

Good Units

Repackaged
Units

Total Units

Total Weight
MTs





Units

Kgs

Units

Kgs

Units

Kgs


WHEAT

3054

BAG

50

1000




1000


50











0











0

TOTAL

50

1000

0

0

0

1000

0

50

Remarks:
_______________________________________________________
_______________________________________________________

PORT______________________________

____________________

29/10

STOREKEEPER NAME

Signature

Date

TRANSPORTER______________________

____________________

29/10

DRIVER NAME

Signature

Date

Receipt Information:

Commodity

Ship. #

Unit:
bag/
carton/
drum

Unit
weight
kgs.

Units rec'd
good

Units
short

Units rec'd

Total
Receipts







Slack/torn

Wet/stained

Other






Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

WHEAT

3054

BAG

50

968


25


5


2




1000

0















0

0















0

0

TOTAL

50

968

0

25

0

5

0

2

0

0

0

1000

0

Remarks: TWO STAINED/LEAKING BAGS APPEAR UNFIT. DAMAGED FOOD TO BE RECONSTITUTED. LOSS TO BE DETERMINED AFTER REPACKAGING

WAREHOUSE MGR/WAREHOUSE #1_________

___signed____________

29/10

RECEIVER NAME

Signature

Date

TRANSPORTER___________________________

___signed____________

29/10

DRIVER NAME

Signature

Date

__________________

___________________

_________

_________

_______

Original

Copy 1

Copy 2

Copy 3

Copy 4

Commodity Accountant

Commodity Accountant

Transporter

Receiver

Dispatch

Finance Section

Finance Section


Location

Location

____________________

__________________

_________

________

_______

CARE WAYBILL

853

Dispatching Warehouse #:

PORT WAREHOUSE

Dispatch Date: 31/10

Receiving Location:

WAREHOUSE #1

Transporter: __________

Project Number:_____________________________

Truck #/ Trailer #:_______

Dispatch Information:

Commodity

Shipment #

Unit:
bag/carton/
drum

Unit:
weight
kgs.

Good Units

Repackaged
Units

Total Units

Total Weight
MTs





Units

Kgs

Units

Kgs

Units

Kgs


WHEAT

3054

BAG

50

1000




1000


50











0











0

TOTAL

50

1000

0

0

0

1000

0

50

Remarks:
_____________________________________________________
_____________________________________________________

____________________

_____________________________

31/10

STOREKEEPER NAME

Signature

Date

____________________

_____________________________

31/10

DRIVER NAME

Signature

Date

Receipt Information:

Commodity

Ship. #

Unit:
bag/
carton/
drum

Unit
weight
kgs.

Units rec'd
good

Units
short

Units rec'd

Total
Receipts







Slack/torn

Wet/stained

Other






Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

WHEAT

3054

BAG

50

992


0


5


3


10


1010

0















0

0















0

0

TOTAL

50

992

0

0

0

5

0

3

0

10

0

1010

0

Remarks: 1010 BAGS INSTEAD OF 1000 BAGS RECEIVED. DAMAGED AND SHORT WEIGHT BAGS TO BE REPACKAGED. ANY LOSSES AFTER REPACKAGING TO BE CHARGED TO TRANSPORTER

WAREHOUSE MANAGER/WRHS #1

___signed____________

31/10

RECEIVER NAME

Signature

Date

______________________________

___signed____________

31/10

DRIVER NAME

Signature

Date

__________________

___________________

_________

_________

_______

Original

Copy 1

Copy 2

Copy 3

Copy 4

Commodity Accountant

Commodity Accountant

Transporter

Receiver

Dispatch

Finance Section

Finance Section


Location

Location

__________________

___________________

_________

_________

_______

CARE WAYBILL

854

Dispatching Warehouse #:

PORT_____________

Dispatch Date: 1/11

Receiving Location:

WAREHOUSE #1___

Transporter:______________

Project Number:

__________________

Truck #/ Trailer #:__________

Dispatch Information:

Commodity

Shipment #

Unit:
bag/carton/
drum

Unit:
weight
kgs.

Good Units

Repackaged
Units

Total Units

Total Weight
MTs





Units

Kgs

Units

Kgs

Units

Kgs


WHEAT

3054

BAG

50

1000




1000


50











0











0

TOTAL

50

1000

0

0

0

1000

0

50

Remarks:
_____________________________________________________
_____________________________________________________

_______________________

_______________________

1/11

STOREKEEPER NAME

Signature

Date

_______________________

_______________________

____

DRIVER NAME

Signature

Date

Receipt Information:

Commodity

Ship. #

Unit:
bag/
carton/
drum

Unit
weight
kgs.

Units rec'd
good

Units
short

Units rec'd

Total
Receipts







Slack/torn

Wet/stained

Other






Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

Units

Kgs

WHEAT

3054

BAG

50

992


0


5


3


10


1010

0















0

0















0

0

TOTAL

50

992

0

0

0

5

0

3

0

10

0

1010

0

Remarks: __________10 BAGS NOT DELIVERED______________
______________________________________________________

WAREHOUSE MANAGER/WRHS #1

_____________________

1/11

RECEIVER NAME

Signature

Date

_____________________________________

_____________________

1/11

DRIVER NAME

Signature

Date

__________________

___________________

_________

_________

_______

Original

Copy 1

Copy 2

Copy 3

Copy 4

Commodity Accountant

Commodity Accountant

Transporter

Receiver

Dispatch

Finance Section

Finance Section


Location

Location

__________________

___________________

_________

_________

_______