2 Despatching Of Stock

Despatch Clerk
2.1. Identifies all pallets to be loaded onto the trailer / container at the relevant
door slot as indicated by the Load Summary Label.
NOTE:
If there are any Kitted / Component items on a load to the Dispatch clerk must
ensure that stores are not sent items with missing parts, which cannot be sold to
a customer as an item. Example, Gym set made up of (Part 1 of 2/2 of 2).
Security Officer
2.2. Ensure that all pallets that is being loaded is loaded into the trailer.
2.3. Ensure that all pallets loaded is counted and that the final count is
balanced to the DC Delivery Note Summary.
Despatch Clerk
Process Applicable to MHE Types 1-9 RDC. Refer to MHE Type Table
2.4. Performs Load Verification (RF / Voice Loading) by scanning the Ship Pallet
Label attached to the MHE Type pallet and then the Load Summary Label at the
trailer entrance for the Load number.
NOTE:
All pallets must be shrink wrapped.
2.5. Completes the process for all pallets staged at the relevant door slot.
If there are overages, shortages or damages on a pallet evident
Despatch Clerk
2.6. The Despatch clerk must print Ship / Flow Pallet Detail (Appendix 08) of
the relevant pallet investigate and identify item number and quantity of the
overage, shortage or damage, signs, dates and records Team name and Team
number on the Ship / Flow Pallet Detail.
2.7. For Damages, removes the damaged stock from the pallet, completes an
Adjustment Control Form (Appendix 09), attaches the Ship / Flow pallet detail
and obtains authorisation from the Planning and Despatch Manager.
2.8. For Shortages, records the correct quantity on the Ship / Flow Pallet Detail
completes a Adjustment Control Form, attaches the Ship / Flow pallet detail and
obtains authorisation from the Planning and Despatch Manager.
2.9. For Overages, records the correct quantity on the Ship / Flow Pallet Detail
completes a Adjustment Control Form, attaches the Ship / Flow pallet detail and
obtains authorisation from the Planning and Despatch Manager.
Planning and Despatch Manager
2.10. Validates physically the damages or shortages or overages identified and
all relevant documentation completed and authorise the Adjustment Control
Form.
2.11. For damages, hands the damaged item with the Adjustment Control Form
and the Ship / Flow pallet detail to the Inventory Manager to process a SPS
Adjustment from the pallet.
2.12. The Damages must be moved to the Write Offs Warehouse with a RTO
Adjustment as per the Procedure.
2.13. For shortages obtain authorisation from the Outbound Manager to process
a SPS Adjustment on the pallet and complete all Adjustment documents and
supporting documents as per the normal process.
NOTE:
This adjustment affects the Shrink Cycle Account and if stock (shortages) cannot
be found this will affect shrink at stocktake.
2.14. If the stock (shortages) is found after DMT did a handover to process an
adjustment the Planning and Despatch Manager must complete the Adjustment
Control Form and attach the Ship / Flow Pallet Detail Listing and using the Ship
pallet discrepancy handover register Planning to Inventory as per M.844
Planning procedure.
2.15. For overages, hands the extra item/s and the Ship / Flow Pallet Detail
Listing to the Inventory Manager in order to place the stock into inventory
without any adjustments being conducted.
NOTE:
No SPS Adjustments are allowed on entire ship pallets not loaded prior to
despatch / departing the load, these pallets must be moved off the current load
by means of the MSL task by the Despatch Clerk into the relevant store Despatch
staging lane or alternate Despatch door.
2.16. Pallets that needs to be moved off loads or which could not be loaded at
time of Despatch must be investigated by the Planning and Despatch Manager in
order to identify the underlining issue and resolved using the Ship pallet
discrepancy handover register Planning to Inventory as per M.844 Planning
procedure.
Despatch Clerk
2.17. Once all independent counts balance, scans the First Ship Pallet Label and
move the pallet to the trailer / vehicle entrance and then scan the Load
Summary Label.
2.18. Performs RF load / Voice Loading as per user guide, enter seal number as
per MHE type when requested by the RF gun/ Voice terminal.
2.19. Ensures the correct loading of the vehicle by means of:
Ensure all ship pallets loaded are loaded from left to right and from front to
back and ensure this is also confirmed in the same sequence when RF / Voice
Loading
 Ensure that the vehicle is loaded in sequence thus resulting the store
receiving the stock will have the first pallet listed on the Store DC Delivery Note
Summary at the back of the vehicle when the vehicle is opened
Heavy on bottom light on top
Balances vehicle load (Gyms packed to ensure weight is not on one side)
Priority must be given to promotional stock versus normal stock when
loading i.e. all promotional stock must be loaded first followed by the normal
stock
2.20. Confirm the vehicle registration number (number plate) in the trailer
number field on the RF scanner / Voice Terminal.
2.21. Load the pallet into the vehicle.
2.22. Repeats the process above process until all pallets are RF / Voice loaded
from the despatch door into the vehicle.
2.23. All high-risk stock / pallets needs to be collected last and escorted by RRS
and RF / Voice loaded onto the Trailer / container.
2.24. Completes the stop / load on the RF scanner / Voice Terminal.
2.25. In the event that the RF scanner reflecting the incorrect MHE Type, the
Despatch Clerk must add the correct MHE Type and quantity as per the user
guide (RF Loading) and informs the Despatch Manager.
NOTE:
Additional MHEs can be added with the RF Gun / Voice Terminal but can only be
subtracted via the screen on Triceps.
Despatch Junior Manager
2.26. Ensure that the Despatch Admin Clerk validates that the MHE Qty on
Triceps and that the required adjustments on MHE is performed on Triceps.
2.27. Ensure that the Despatch Admin Clerk completes the MHE Adjustment
Control Form (Appendix 10) for all adjustments completed.
NOTE:
If Triceps deems that all pallets have not been loaded as per the Trailer
Loading Worksheet, it will not allow the stop and load to be completed and
departed on the system
Loads for more than one site (Multi Stops) can be combined onto one
vehicle
2.28. If there is more than one stop on a load (Multi Stops), repeats above steps
until all stops have been loaded.
2.29. Multi Stop load ship pallets are not allowed to be loaded out of stop
sequence as this can result in pallet shortages or overages at the stores. Any
discrepancy pallets should be resolved using the Ship pallet discrepancy
handover register Planning to Inventory as per M.844 Planning procedure.
2.30. Ensure that all DFT Cross Dock Pallets for stores that is not linked to the
RDC that the pallets are combined store by store as far as possible to ensure
cube utilization.
2.31. Ensure that all DFT Cross Dock Pallets are fitted with a PINK DFT Crossdock
Identification Label.
2.32. Ensure that all DFT Cross Dock Pallets are loaded as priority as the delivery
note will not print unless all pallets are RF loaded.
2.33. In the event that the DFT Pallets do not fit into the trailer the normal DFT
Pallets should be MSL to the despatch Staging Lane and not the DFT Crossdock
Pallets.
2.34. Ensure that when the Delivery Note Summary is printed that two copies is
printed for each DFT Crossdock Store.
2.35. Ensure that the one Delivery Note Summary is placed in an envelope with
the relevant store details noted on the envelope and that the Second Delivery
Note Summary is attached to the Envelope.
NOTE:
Each site must have their own Summary Store DC Delivery Note Summary and
the correct Trailer Type must be selected for the correct vehicle type a prior to
the load depart.
Despatch Clerk
2.36. Ensures that all pallets on the Trailer Loading Worksheets have been
loaded onto the vehicle.
2.37. Checks the vehicle to determine the number of seals required.
NOTE:
Some vehicles have side doors and must be sealed in the same manner as the
vehicle back doors.
2.38. Requests and signs for the required amount of Bullet Seals / Slider Seals
from the Despatch Admin Clerk and completes the Despatch Truck Seal Control
Register (Appendix 11) accordingly.
2.39. Requests and signs for one DN Float bag Seal / Envelope from the
Despatch Admin Clerk.
NOTE:
All truck seals / Slider Seals and Float bag Seals must be issued by the RDC
Secretary / Admin Expense Clerk in full batches and the Despatch Admin Clerk
must ensure that these are pre-recorded on the Despatch Truck Seal Control
Register and DN Float Bag Seal Control Register respectively. The Planning and
Despatch Manager must validate and balance these registers this on a weekly
basis and the Outbound Manager on a monthly basis.
Despatch Admin Clerk
2.40. Hands the seals to the Despatch Clerk and ensure that acceptance is
signed for the seals handed over in the Despatch Truck Seal Control Register.
2.41. In the event of Containers being loaded the Africa Planning and Despatch
Manager would have noted the relevant Shipping number on the DC Delivery
Note Summary also the, Shipping Seal Number and the container number on the
Container Seal Control Register and in this event the Shipping Seal must also be
signed for by the Despatch Clerk.
Despatch Clerk
2.42. Hands the seals to the Security Officer and instructs for the Container /
Trailer to be sealed.
2.43. In the event of a Shipping Container the Container should also be sealed
with the Shipping Seal Number and both the Despatch Clerk and Security Guard
must sign the Container Seal Control Register as confirmation thereof.
Despatch Clerk
2.44. Confirm all the Truck seal numbers used on the RF Gun / Voice Terminal,
accurately as these will upload with the load detail for the Receiving site.
2.45. Departs the load on the RF Gun / Voice Terminal.
2.46. Prints the Store DC Delivery Note Summary (Appendix 12) from the RF
Gun / Voice terminal.
NOTE:
The Triceps DC Delivery Note Summary will automatically print 2 copies of
the DC Delivery Note Summary when printed from RF or Voice in A4 format on a
laser printer
Both the Summary and Detailed DC Delivery Note (Appendix 13) can be
viewed or printed from Triceps, and if the Summary of Detail SDN has been
printed previously the wording REPRINT will appear on the screen or the re-print
documents
The Trailer registration number, carrier, trailer type and seal numbers will
automatically populate on the SDN as per the load in Triceps and as captured by
the Despatch Clerk via RF / Voice
DC Delivery Note Summary DC Delivery Note Summary If the DC Delivery
Note Summary does not print the Despatch Junior Manager must verify that the
Despatch Clerk is added to the RF Operator Printer Configuration Menu (15/25)
on Triceps
One copy is the Driver Copy
The second copy is the Receiving Site Copy
The Despatch Junior Manager must validate whether the DC Delivery
Note Summary has been signed by the relevant Security Officer as confirmation
of the number of pallets that was loaded into the Trailer
The truck may not be sealed if the pallets do not balance
Security Officer
2.47. Seals the Container / Trailer with all required seals correctly.
NOTE:
For combined stores keep the seal/s for the 2nd/3rd delivery sites should be
placed in the Float Bag / Envelopes.
2.48. Ensure these are handed to the driver to be used to seal the vehicles
again after each delivery when goods are offloaded.
Planning and Despatch Manager
Despatch Junior Manager
2.49. Confirms the registration number and seal numbers on the DC Delivery
Note Summary to that of the vehicle physically and records it in the Despatch
Truck Seal Control Register.
Despatch Clerk
2.50. Signs for the Despatch Out Stamp in the Stamp Control Register (Appendix
14).
2.51. Stamps both copies of the DC Delivery Note Summary with the Despatch
Out Stamp (Appendix 15).
2.52. Signs both copies of the DC Delivery Note Summary in the Despatched By
space provided.
2.53. Completes the WMS / INV / CCV / IBT OUT Register (Appendix 16) with:
Date
Invoice Number
Quantity of Cases / Pallets
DC Delivery Note Summary
Receiving Site Number
Registration Number
Despatch Clerk Signature
2.54. Requests a total count of the load from the Security Officers despatch
control and balances it to the DC Delivery Note Summary and the quantity in the
IBT Out Register. Investigate and resolve any variances immediately.
Despatch Junior Manager
2.55. Ensure that the number of ship pallets on the DC Delivery Note Summary
and the number of ship pallets recorded on the Security Checklist balances with
the detail per ship pallet.
2.56. Ensure that the DC Delivery Note Summary is signed of as confirmation of
the segregation checks.
Security Officer
2.57. Signs both of the DC Delivery Note Summary.
2.58. Completes the WMS / INV / CCV / IBT OUT Register and signs.
Load Junior Manager (Transporters)
2.59. Ensure that the following details are noted in the Float Bag window /
Envelopes; Receiving Site, Load Number, Seal Number, Vehicle Registration
Number and Date.
2.60. Inserts and seals and the Receiving Site Copy of the Store DC Delivery
Note Summary into the Float Bag / Envelope and the Truck seals (if applicable for
combined loads) and hands to the Driver.
2.61. Ensure that the Float Bag / Envelope is sealed and that the Seal number is
also recorded on the Drivers Load Book.
2.62. Hands the relevant sealed Float Bag / Envelope to the relevant Driver.
2.63. Hands the DC Delivery Note Summary Trailer Loading Worksheet to the
Despatch Admin Clerk.
NOTE:
The Despatch Junior Manager must ensure that after each load that the relevant
Despatch Door is balanced back to Triceps 13/09 reflecting no pallets remaining
at the Despatch Door. Should pallets remain behind; follow the guidelines using
the Ship pallet discrepancy handover register Planning to Inventory as per
M.844 Planning procedure.
Driver / Drivers Assistant
2.64. Delivers the consignment to the receiving site.
Security Officer
2.65. Locks and secures the Despatch Door and signs the Despatch keys back to
the Despatch Junior Manager in the Despatch Clerk Vehicle Loading and Key
Register.
Gatehouse Security Officer
2.66. Verifies the vehicle registration number and seal numbers to the drivers
copy of the store DC Delivery Note Summary and allows the vehicle to exit the
RDC. If any variance on the Seals informs the Risk and Safety Manager
immediately.
Despatch Admin Clerk
2.67. DC Delivery Note Summary At the end of the shift prints a copy of the
Load Summary Report (Status Departed) (Appendix 17).
2.68. Balances the DC Delivery Note Summary Security Officers Despatch
Register to the Load Summary Report and the WMS / INV / CCV / IBT Out Register
and Load Plan and hands to the Planning and Despatch Manager for sign off.
Reports any variances to the Planning and Despatch Manager to investigate.
Planning and Despatch Manager
2.69. Checks and signs off Load Plan, Load Summary Report, Load Totals and the
WMS / INV / CCV / IBT Out Register and hands this back to the Despatch Admin
Clerk.
Despatch Admin Clerk
2.70. Files all the signed and validated Load Plans and Load Summary and Load
Totals reports in the Despatch Load Summary File in date sequence.
NOTE:
In the event of queries from sites, the Planning and Despatch Manager is to
investigate and take the relevant action against inaccuracies performed by
Despatch Junior Managers, Despatch Clerks, Security Officers and Drivers. For
the Despatching of Stock for Off Shore Customers refer to the relevant Country
Despatch Procedure.