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

__________________

___________________

_________

_________

_______

(introduction...)

The Country Director of a CARE office or its counterpart must delegate the authority for acknowledging receipt of food to a warehouse manager or storekeeper. Country offices must keep up-dated records (with sample signatures) of all CARE and counterpart staff who have authority to receive food. See Agreements and Contracts.

Internal Control

Everyone who is authorized to sign for the receipt of food must be informed that they may be held responsible for all the food for which they sign, regardless of the actual quantity and quality. They must therefore inspect food and document any damages to packages or missing food prior to signing the waybill.

a. Acknowledging Receipt

Internal Control

Warehouse managers or storekeepers must fully complete the Receipt Information section of the waybill regardless of whether food is received from a primary or secondary warehouse, a storage facility of a counterpart, or an outside storage area. If a CARE waybill does not accompany the food, write the information on the waybill that does accompany the food. Failure to write complete information exposes the warehouse manager or storekeeper, and ultimately CARE, to liability for the value of all losses.

Country Office Example

CARE Haiti uses computer-generated waybills for food dispatched to community feeding centers. As part of the agreement, each center must designate two people who are authorized to receive food on behalf of the feeding center. Their names are printed in the "acknowledgment of receipt" section of the waybill. At least one must be present to sign or food will not be unloaded at the center.

b. Acknowledging Delivery

When the transporter delivers, unloads and counts food, he must also sign the waybill. The transporter's signature acknowledges delivery of the same quantity and condition of food as the person responsible for receipt. If the transporter does not agree with the receiver's information, he should not sign the waybill but rather should write an explanation in the Remarks section of the waybill.

If the transporter does not sign the waybill and does not write anything in the Remarks section of the waybill, he can be held responsible for any losses from this delivery.

3. Documentation of Damages to Unfit Food

See Losses and Claims for complete information on damaged packages and unfit food. To the extent possible, rebag food which arrives in damaged packages and/or segregate food which is suspected of being unfit at the time it is received. Include the information on the Remarks section of the waybill. If however a large quantity of bags or containers arrives damaged and the transporter cannot wait for the food to be placed in new packages, the warehouse manager, storekeeper or other person must fill out, by categories, the number of units damaged in the Quantity Received Damaged section of the Receipt Information section of the waybill.

It is important that the Remarks section also be filled out, saying repackaging and analysis of suspected unfit food will take place at a later date. The transporter will be notified of losses, and the value of those losses will be subtracted from the transporter's invoice.

When the food is repackaged or declared unfit at a later date, complete a Loss and Adjustment Report, detailing the amount that was lost during repackaging and declared unfit. The Loss and Adjustment Report is used to make adjustments to balances recorded in the warehouse inventory ledgers and to support the extent of losses that are the responsibility of the transporter. Be certain to reference the waybill number on the Loss and Adjustment Report. This will be the basis for the claim against the transporter.

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.

5. Documenting Receipt of Food Shipped on a Through Bill of Lading

On a Through Bill of Lading, the independent discharge survey and customs clearance are conducted at a designated warehouse outside the port authority. See Port for more information about the additional documentation requirements for customs clearance and the independent discharge survey. See Inventory Accounting and Reporting for information on how receipts would be entered on stack cards and warehouse inventory ledgers.

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.