Handbook Logistics FRC - PIRAC

A Logistics
handbook
For disaster preparedness and response
A Logistics handbook
1
About this book
T
he handbook that you are holding is How to use this book?
about logistics in relation to disaster
preparedness and response. It focuses The handbook is intended as a guide and tool for
in particular on warehouse management anyone involved in logistics activities that are linked
and stock movement control, according to IFRC to disaster preparedness and response. It explains
For their enormous efforts in developing this book, we standards and procedures. In fact, it is in large part logistics concepts and IFRC procedures in simple
an adaptation of the IFRC Warehouse Manual. It terms using concrete examples.
would like to thank:
does however not substitute the official manual .
- The entire trainer’s team of the Project with a special
It was developed as a handbook to accompany the Practically speaking:
mention of Jan Bouwman, the project coordinator.
Basic Logistics Training that the French Red Cross • The handbook is divided in 9 colour-coded
- Patricia Lauzes of YLANG YLANG for the graphic design.
organised in collaboration with Australian Red chapters.
- Nicolas Martin for the illustrations.
Cross in 6 National Societies in the Pacific, within
•
Each chapter is as complete as possible and
the framework of a capacity building project funded
can be read on its own. Aspects that overlap are
by the European Commission.
repeated in all relevant chapters. Where needed,
Although logistics is not limited to disaster
references to other chapters are indicated.
preparedness and relief operations, the handbook
• Its specific structure and lay-out allow easy
This handbook has been produced with the financial only treats logistics in this context. The main reason
finding of specific information.
for this choice was the urgent need felt by the
assistance of the European Commission. The contents
Pacific National Societies to improve their logistics • It also contains concrete examples of the IFRC
should not be taken, in any way, to reflect the official
response capacity. “Disaster preparedness and standard logistics documents.
opinion of the European Commission.
response are among our main activities and it is of • And checklists that can be copied and used when
life-saving importance that we do them right!” sending or receiving goods.
2 3
Table of contents
01
p6
Logistics
04
p 16
Prepositioning
Relief items
1 > Identifying the appropriate items -
06
p 30
08
The logistics
chain in relief
operations
p 40
Controlling stock
movement: receiving,
sending and distributing goods
the family kit
02
1 > The logistics chain in documents
2 > Setting minimum stock levels
07
2 > Checklist for Receiving goods
3 > Adequate storage space 3 > Checklist for Sending goods
Logistics 4 > Stock management 4 > Checklist for Distributing goods
p8 preparedness Stock management 5 > Checklist for Reporting
09
p 34 Storing goods
03 05
1 > The 11 major rules of running
a warehouse The logistics
Storage area 2 > Storing goods p 46 documents
Relief items 3 > Stacking goods
p 10
1 > Sphere standards
p 22 management 4 > Stock management A > The Requisition
B > The Waybill
5 > Maintenance and security
2 > Core items for the Pacific 1 > Characteristics of a good warehouse of the goods C > The Goods Received Note
3 > Standardisation 2 > Volume and available space D > The Stock Card
4 > Emergency Items catalogue 3 > Preparing a warehouse E > The Bin Card
4 > Installing a container F > The Loss Card
5 > Maintenance of the storage area G > The Physical Inventory Sheet
6 > Warehouse Security H > The Stock Movement Report
4 5
Logistics
What? Why? When? Who? How?
01
Logistics
ogistics is a support
L ccountability
A ontinuously
C he logistics
T Following Assessment Assessment = Finding out
service, not a program towards donors supporting department, the logistics what you need, where you can
in itself. and beneficiaries. other programs. the logistics cycle: find it and how to get it to its
final destination.
officer and/or Procurement
It supports other Reporting
logistics (Mobilisation) Procurement/Mobilisation =
programs and
volunteers Getting what you need.
departments, such
(depending on
as DM, health and first Logistics
the structure Transport = Getting it where
aid in doing their work. Key functions
of each NS). you want it.
he logistics department
T
assists the other programs If not available Storage = Keeping it safe,
secure and in good condition.
with: We have a the DM
•P rocurement responsibility to department is Warehousing Transport Reporting = Informing HQ and
(in collaboration with use the available responsible for donors on where it came from
the finance department) all logistics and where it went to.
funds in the best linked to relief.
•T ransportation (fleet
management and possible way!
organising external
transportation) While keeping in mind the 5 “rights”:
•W arehousing and stock • To the RIGHT place
management • At the RIGHT time
• Reporting • In the RIGHT quantity
• At the RIGHT quality
6 • At the RIGHT price 7
Logistics preparedness
02
ollecting all possible
C o be prepared: to
T efore every
B Q and each
H Gathering and writing down information on:
information on logistical know your options cyclone season. branch for their • Available transportation means
aspects that will help you and limits. respective areas. • Transportation infrastructures (e.g. bridges, runways, wharfs, … )
In the first days
in case you need to and their condition
o be efficient: you
T after a disaster.
respond to a disaster. • Relief items in stock
can plan and make
eveloping arrangements/
D decisions quickly. • Local availability of relief items
understandings with • Available storage areas and their condition
o be prepared for
T • Communication options
key suppliers and other
specific difficulties. • Available human resources (volunteer database)
agencies prior to
a disaster. • Support material for the teams in the field
• Laws and regulations, such as customs law
• Partners and stakeholders in disaster preparedness and response
haring this information

S Logistics Assessment: Transport infrastructure Sanma Province, 2012
with Red Cross and

other partners.
8 9
Relief items
03
Relief items are non-food To save lives. Needed during ll those involved
A 1 > Sphere Standards
items that bring relief to a humanitarian in planning,
To give basic comfort.
people in need. response to managing or eople affected by disasters have the right
P
o restore dignity
T
You always need
Includes: a disaster or implementing to assistance and the right to a life with dignity.
in difficult situations. conflict. a humanitarian Therefore, the international community set certain
to keep these
• Items for shelter:
tarpaulins, tents, timber, … o help affected
T response. minimum standards that need to be met in disaster standards in mind
people to rebuild assistance projects. when you plan and
• Household items:
blankets, kitchen sets, their lives. organise relief
cleaning products, There are standards for 4 key sectors: operations.
buckets, clothes, • Water supply, sanitation and hygiene promotion
jerry cans, hurricane lamps, • Food security and nutrition
mosquito nets, … • Shelter, settlement and non-food items
• Items for personal • Health Action
hygiene: hygiene kits
(soap, toothbrush, towels, The Sphere Standards are available:
hygiene pads, …) • In book form or on CD (ask HQ, IFRC, ICRC)
• Online at www.spherehandbook.org
• Tools: machetes,
hammers and nails, …
10 11
Relief items
How? How?
03
Some examples 2 > Core items for the Pacific
of Sphere Standards
Basic survival water needs according to Sphere Standards
The National Societies of the pacific decided that the following items should be
Example 1: in the Red Cross containers and warehouses:
Survival needs water 2,5–3 litres Depends on the • Tarpaulins with rope
Sector: Water and sanitation intake (drinking and food) per day climate and individual • Buckets
physiology • Water containers/Jerry cans
Specific topic: Water supply
• Kitchen sets (for 5 persons)
Basic hygiene practices 2–6 litres per day Depends on social • Blankets
• Average water use for drinking,
and cultural norms • Mosquito nets
cooking and personal hygiene
• Hygiene parcels
in any household is at least Basic cooking needs 3–6 litres per day Depends on food
• Hurricane lamps/Solar lanterns
15 litres per person per day. type and social and
• Shelter tool kits
cultural norms
Example 2: Total basic water needs 7,5–15 litres per
day
Sector: Shelter
Specific topic: Clothing
• Women, girls, men and boys have at least one full set of clothing in the correct size,
appropriate to the culture, season and climate.
• Infants and children up to two years old also have a blanket of a minimum 100 cm x 70 cm.
he list can vary in different regions and other items can be added according to specific needs
T
and context.
12 13
Relief items
How? How?
03
3 > Standardisation 4 > Emergency Items Catalogue The catalogue is available:
• In book form or on CD (ask HQ, IFRC or ICRC)
tandardisation means setting certain standards
S ist of all the relief items that respect Red
L • Online at: www.ifrc.org/emergency-items
on quality, size, type, material, … that all Red Cross Cross standards and that IFRC and ICRC
relief items should respect. can provide. Below an example of a page out of the Emergency
We do this: he catalogue describes in great detail
T Items Catalogue.
Emergency items catalogue http://procurement.ifrc.org/catalogue/detail.aspx?volume=1&groupcod...
the specifications of all the items: [Homepage]
• To guarantee good quality My items list
• To make sure the items are appropriate • Item code

Search Item name or Item code or Advanced search Contact
•T o save money (we buy cheaper when we buy • Size Volume 1
Plastic tarpaulins and sheeting
(Shelter and construction materials > Shelters, tent, kits, accessories)
in great quantities for all NS together) • Quality Warehouse and Administration

Relief and Logistics Kits, ERU, RDU
Personnel security equipment last updated : 28/06/12 Print
• To save time • Estimated price

Radio and Telecommunication Product page
Power supply and electrical equipment
Specifications
Tools and Hardware
Food Quality Control
• To facilitate field operations • Packaging Household

Shelter and construction materials
and logistics support The idea is that all • Weight

Introduction
Shelters, tent, kits, accessories
Collective service tents
(all is packed in the same way) National Societies • Volume

Construction materials
Livelihood
Vehicles and consumables
• To facilitate coordination, • Accessories

Water and Sanitation
communication and reporting

use the same kind and Note that Standardi- • Ideas and options on how
Volume 2
quality of items, or
Drug products
Code Description Ind. price Ship. weight Ship. vol.
sation influences
Medical disposable supplies
(we all speak the same language) to use the item Medical equipment
Cold chain
Laboratory
HSHETARPW406 TARPAULINS, woven plastic, 4 x 6 m,
white/white, piece
CHF 15,00 4,2kg 0,0112m³
even better, the exact
3 of the 5 “rights”
Physical Rehabilitation
HSHETARPW460 PLASTIC SHEETING, woven, 4x60m, CHF 220,00 55kg 0,18m³
white/white, roll
owever, we need to be flexible

H same products! It makes the selection of items easy and helps
Volume 3
and adapt to local cultures for good logistics: Basic health care ERU
Emergency care and triage
in the planning, budgeting and implementation Rapid Deployment Emergency Hospital

Referral hospital ERU
right time, right Surgical hospital, weapon wounded General information
and specific needs of any program in disaster preparedness and

Medical kits
Feeding and nutrition Kits
Medical sets
Reinforced flexible tarpaulins for temporary shelter or personal protection.
(appropriate hygiene kits, …). quality, right price!

Surgical instruments and sets - For individual shelter purpose, it is recommended to use the 4m x 6m tarpaulins.
disaster response. Information

- For community shelter purpose, it is recommended to use the 4m x 60m rolls.
Item database, codes and description - If ready-made tarpaulins are not available they can be cut out of the rolls (10 per roll).
Units conversion
Medical weight and volume
The sheet has 6 reinforcing bands to provide reinforced attachment points. Attachment systems, such as ropes, nails,
Symbols and abbreviations
etc, should take advantage of the reinforcing bands.
14 Expected life span of 2 years minimum in the strongest tropical condition.

15
This product was developed in an inter-organisation research project, and its specifications are more adapted to our use
compared to the usual plastic sheets available on the market (in terms of durability, waterproof, sheltering capacities,
usage versatility, re-use and recycling, etc). It is recommended not to use other types of plastic sheets.
Prepositioning Relief items
04
toring relief items in
S o be able to
T ake sure that
M Q and branch
H 1 > Identifying the appropriate items
strategic places in the respond quickly to stock is always management
country. any disaster. in good condition together. You need to identify the items you want to store in your container/warehouse.
and ready to be ake sure they respect the standards and are appropriate to the culture and the conditions
M
o be prepared
T
sent out. in your specific region (see chapter 3).
for disaster and
save precious Check stock
time. regularly and Working with family kits
replenish if
o not depend
T You can consider each item as an individual item or you can put them together in family kits.
needed.
on availability
IFRC uses a standard family size of 5 persons. This means that each kit should be enough
of relief items on
for 5 people that live together.
the local market.
he composition of the kit will vary according to the requirements
T
o start
T Make sure that you of each region, but a possible family kit for 5 persons could be:
responding before are prepared before • 1 x lantern
international help the cyclone season • 1 x bucket
arrives in case of
starts! • 1 x jerry can (10 liters)
big disasters. • 1 x tarpaulin
• 1 x rope (20 m)
• 1 x hygiene kit (for 5 persons)
• 1 x kitchen set (for 5 persons)
• 3 x blankets
In this case, having 50 family kits = having 50 lanterns, 50 buckets, 50 jerry cans, 150 blankets, …
16 17
How? How?
04
sing the concept of family kits makes your stock planning and stock management easier
U 2 > Setting minimum stock levels
since you consider a family package, not many different items individually. Some factors you need
efore storing anything, you should decide
B to consider when setting
1 family kit ≠ 1 kit per family the minimum stock levels for each item in your the stock minimum:
warehouse. This means the number of each item
Working with family kits does not mean that you always distribute 1 kit per affected family. that you always want to have in your possession • Total population in the area
he number of items per family depends on the size of the family and the specific needs as identified
T to be able to respond to a disaster. • Total population at risk in case of disaster
in the needs assessment! • The kind of disasters that might occur
If after distribution, you have fewer items than
For example: these minimum stock levels, you need to replenish • The probability of disasters happening
Family size Family kits (= order and purchase more of these items). • The kind of items needed
• Replenishment time = the time it would
2 persons Individual items based on their needs etting the minimum stock levels is linked to
S
take to get relief items from HQ
strategic planning and therefore done by HQ.
or other partners to your area
4 or 5 persons 1 kit
sking for replenishment because the actual stock
A • The response capacity of the branch
6, 7, 8 persons 1 kit with some extra blankets and extra is approaching or below this minimum level is the (number of active volunteers trained
jerry cans according to their needs responsibility of the person managing the storage in emergency response and/or
9 or 10 persons 2 kits area. logistics)
• Available storage space
See an example on the next page. • Available transportation means…
In some cases, you might only distribute 1 specific item not the whole kit. For example, if there’s
a problem with the water system in town, people only need jerry cans, not blankets!
18 19
How? How?
04
A concrete example 3 > Adequate storage space
The initial situation:
If you want to store relief items you need
• In Sinapai branch, they decided to stock at least 50 family kits
adequate storage areas. This can be
(= 50 lanterns, 50 buckets, 50 jerry cans, 150 blankets, …).
a warehouse, a container or a storage room.
• Their actual stock is 60 complete family kits. These storage areas need to have certain
characteristics and need to be maintained
The distribution: to be functional. These aspects are treated
• After a small disaster, the branch distributed 10 family kits with 15 extra in more detail in chapter 5.
jerry cans and 10 extra blankets.
The new situation: 4 > Stock management

• They only have 35 complete family kits left. Remember that logistics is
If you preposition stock, you also need
not just about relief items!
Replenishment needs: to manage this properly. You need to keep
your relief items in good condition. This is valid also for other
• They absolutely need to replenish 15 jerry cans and 10 blankets to reach program materials.
This means that you need to work with them.
their stock minimum of 50 complete family kits.
This is treated in detail in chapter 7. Just think about the
• They can also decide to replenish the 10 complete family kits they
distributed to get back to their original level of 60.
materials for your first aid
(It’s always better to have a bit more than your minimum stock level! training or your stationery!
But it depends on your available space!).
20 21
Storage area management
05
Creating and keep relief
To
Before you decide to store
HQ and branches: 1 > Characteristics of a good warehouse
maintaining items in good relief items. the logistics
adequate condition.
Regularly checking the officer, the Solid building with a flat, firm floor.
storage space. logistics volunteer Also consider:
condition of the storage area. Dry and well ventilated.
At least once a month! or the person in • Size of the warehouse
Gives protection against animals, insects and birds.
charge of the • Accessibility 24/7

Repairing where necessary ives protection against humidity, extreme temperature
G
storage area. • Red Cross visibility
This also applies to in order to keep it in good fluctuations and local weather conditions.
condition. • Ownership of the warehouse
temporary storage areas Easy access for trucks. or the land it is on
that might be set up to Easy loading and unloading. • Avoid sharing with other
facilitate the response Secure against theft (locked, gate, …). agencies. If not possible mark
in case of a big disaster. very well the area that belongs
In an appropriate site (low disaster vulnerability:
to you
above flood level, away from salt spray, …).
22 23
How? How?
05
2 > Available space 3 > Preparing a warehouse
In any kind of warehouse:
Before any warehouse is used:
ake sure you have enough space before
M 70% = storage space • Floors, ceilings, doors and frames should be checked and thoroughly cleaned
replenishing your warehouse.
30% = open space for ventilation, passage • If necessary they need to be repaired
You can calculate available space and
• The exterior should be cleared of weeds and rubbish to avoid attracting rats, mice and insects
volume of your items easily. ways, handling and repacking • If necessary, walls and floors can be treated with insecticides
4 > Installing a container
Calculation of volume and available space If a container is used for long-term storage, you need to install it in a certain manner to create
optimal conditions for its maintenance and the relief items stored in it.
Volume of a box = Length x Width x Height
Example: IFRC kitchenset:
L = 30 cm (= 0,3 m); W = 30 cm (= 0,3 m); H = 27 cm (= 0,27 m) Some important points for ideal storage in a container
• Unit volume = 1 kitchenset = 0,3 x 0,3 x 0,27 = 0,0243 m3 You need air circulation around and in the container (very important in tropical climates).
• Total volume of 50 kitchensets = 0,0243 m3 x 50 = 1,215 m3 • The container should be off the ground and placed on reinforced concrete blocks
• Total volume of all your items = sum of all total volumes per item • It should be at least 1 meter away from other structures
Available space = length x width x height of the empty space in your storage area • It should have waterproof lateral air vents (for cooler air to enter)
An example: internal of a 20 ft container: L = 5,87 m; W = 2,33 m; H = 2,35 m • It should have a waterproof turbine ventilator on the roof (for hotter air to get out)
• Total available space = 5,87 x 2,33 x 2,35 = 32,14 m3 (This is completely filled!) The container needs to be in good condition and protected.
• Total space for storage = 70% of 32,14 m3 = 22,49 m3 • It should be weather and rust proof
• Total space available in a half filled container = • It should be rodent proof
- Sum of the volume of the empty spaces you can use for storage • It should have a roof. A pointed roof of 120° is preferable because it protects better against heavy rains
- Or total space for storage – volume of space already occupied • It should be painted with 2 coats of anti-corrosion paint on the inside and outside (preferably white paint)
The same rules apply when using feet, yards and cubic yards! • It should have a red cross painted on it for visibility
24 • Repair when necessary: rust, doors, floor, … 25
Retrofitting process of a Tropical Mobile Storage Unit How?

05
(source: IFRC)
Cut out the opening for the Place the 12” diameter Build a roof (canopy structure,
turbine ventilator and weld a (4”) turbine ventilator into the welded tin roofing, …) preferable with
inch circular turbine base to the base and bolt it to it for added an angle of 120° and fix it to
opening. (The base must not security. The rotating vanes will the container.
Place the container on 10” Make 4 to 8 rodent proof lower Cover these air vents on the stick out more than (2”) inches). prevent rain penetration.
reinforced concrete blocks, lateral 12” x 12” air vents by outside with home made
repair it where necessary and drilling series of ½” holes moulded galvanized steel plates 40’ HC Tropical Mobile Storage Unit (TMSU) - Perspective View
make it weather and rust proof through the inner groove of the welded ¾ around to prevent
(1 inch = 2,5 cm). container wall. (Inside view) vertical & lateral water infiltration.
Characteristics
of the ventilator
• Galvanized steel
Apply 2 coats of anti-corrosion
or aluminium
white paint inside and outside
• Lubricated track system
the container. Cover the air
• Min. diameter: 12”/30 cm Paint the logos on the container
vents on the inside with
• Min. height: 12”/30 cm for visibility.
mosquito screening to prevent
• Min. number of vanes: 20
insect infestation.
26 27
How? How?
05
5 > Maintenance of the storage area 6 > Warehouse security
Keep the surroundings clear of weeds and rubbish to avoid attracting rodents.
elief items are very valuable and need
R
If you don’t have an adequate airing system, open the doors of your storage areas every chance to be protected.
you have. Daily if possible!
Make sure that your roof is in good condition and that there’s no water sitting on the roof of your
container or warehouse.
Sweep the storage area once a week. Some important things to keep in mind
Clean the storage area once a month.
Clean the storage area thoroughly (taking all the goods out) every quarter. eep gates, doors, windows of the warehouse
K
Treat the storage area against pests if necessary. locked at all times.
Repair when necessary. Use padlocks bought just for this purpose.
Treat rust on your container immediately.
he keys should be kept by the logistics officer,
T
Before Clean-up Sweep-up After logistics volunteer or person responsible
for the warehouse.
A set of spare keys should be kept by the branch manager/HQ.
A clear visible Red Cross emblem might contribute to its security.
ccess to the warehouse is restricted to authorised personnel only. Others need to be
A
escorted by the logistics officer, logistics volunteer or person responsible for the warehouse.
A security plan and safety rules should be put in the warehouse.
28 29
The logistics chain in relief operations
06
ll the steps
A s Red Cross, you are
A In case of Q and branches:
H Some important aspects
in the logistics responsible for bringing relief disasters. • Logistics team
process during items to beneficiary distribu- • Relief team in
Always look for the best solutions, skipping unnecessary steps in the chain where possible
a relief tion points with a minimum the field to save time and/or money.
operation. of delay and loss. Therefore Communication between the logistics team and the relief team is very important.
you have to organise this in
he flow of
T Documents are used to communicate clearly and establish responsibility.
the best possible way.
relief items from ach document has a number that is put on the next document in the chain, allowing tracing
E
the supplier all he logistics department
T of the goods.
the way to the supports the relief team by
Each team performs the tasks of receiving, storing and sending goods (in-store-out).
beneficiaries. organising the procurement, Remember that this
transport, warehousing, Each team needs to play their part in a responsible way to make the chain work.
It includes: logistics process is
delivery and the reporting the same for all other
• Procurement
of the relief items.
• Transportation programs as well!
• Warehousing
• Delivery to the
distribution
points
30 31
The logistics chain in relief operations
06
32 33
Stock management
What? Why? When? Who?
Storing goods
How?
07
eeping your stock
K o be able to respond
T tock has to be
S he logistics
T The 11 Major Rules of Running a Warehouse
in good condition and effectively to the in good condition officer, the logistics
ready for use with the needs of the affected and ready to be volunteer or the otate stock so old goods are used first:
R
appropriate population in case of sent out at all person responsible FIFO (First in-First out).
documents in place. disaster. times. for the storage
Stack goods safely.
area.
It is closely linked o know at any given
T
Plan layout of goods for easy access and finding them again!
to stock movement moment what
control which is supplies are in the Record all movements or losses on the correct forms.
treated in chapter 8. warehouse, where
they came from and File all papers immediately.
where they went. lan ahead: what goods/staff/transport will I need tomorrow/
P
next week/next month.
Keep goods secure.
Keep warehouse clean: daily, weekly, monthly schedules.
Dispose of spoiled goods correctly and quickly.
Communicate effectively.
Conduct physical inventory on a regular basis.
34 35
Stock management
How?
Storing goods
How?
07
1 > Storing goods 2 > Stacking goods
Do’s and don’ts: Do’s and don’ts:
ake sure you have enough space for all your goods,
M Do not store goods directly against walls to avoid dampness.
calculating their volume as well as your warehouse ou can use shelves or racks or in your warehouse or container to facilitate storage of smaller
Y
capacity (see chapter 5). items. Big and heavy items are better stored in stacks.
If necessary, (re)arrange space in your warehouse Leave a corridor of about 1,20 m between different storage stacks or shelves.
before goods arrive. Stack goods safely. For instance don’t put heavy items or bush knives on the top shelf.
ake a storage plan of where you keep the different
M Always stack bags or boxes in order, preferably creating interlocking layers (see illustration).
goods. This saves storage space, keeps packages
Separate different items and packages. from being damaged, facilitates handling and
counting and helps to prevent loss or theft.
Keep separate the same goods coming from different donors or arriving at different times. Wherever possible stack goods on pallets
Never store fuel, chemicals, fertilizers, pesticides or cement in the same premises as foodstuffs. and not directly on the floor to avoid their
contact with water. Prioritise the bagged
Make sure all goods are packed in such a way that they are ready for immediate dispatch.
foodstuffs if the number of pallets is insufficient.
eep in store only relief items that are useful in case of disasters. Keep donations of goods that
K If there are no pallets available,
do not respect the standards separate from your relief items. Find ways to use those donations stack on plastic sheeting.
in other ways (donation to schools, hospitals or other organisations s or a garage sale to earn
Keep maximum stack height at 2,5 m
some money for your activities).
to preserve lower-layer packages.
36 37
Stock management
How?
Storing goods
How?
07
3 > Stock management 4 > Maintenance and security of the goods
Do’s and don’ts: Do’s and don’ts:
Register all entries to and dispatches from the warehouse on Stock Cards. ir your storage area regularly, especially if you don’t
A
Keep signed copies of the Waybill and/or Goods Received Note in the Pest control
have an adequate airing system in place. Daily would
warehouse. They certify receipt or dispatch of goods. be optimal. The aim of pest control is to protect
Check the quantity and quality of all incoming and outgoing goods before Keep your storage area clean. and preserve the goods stored.
they are accepted or sent out. Write any problems on the appropriate document
Check the condition of the storage area regularly This is done:
(Loss Card, Waybill/GRN).
and repair where necessary. • Either by killing the insects during
Dispatch goods from the warehouse only after receipt of
Check security. every stage of their development
a Requisition (authorisation of dispatch).
Check the condition of the goods once a month. (eggs, larvae, chrysalis and adult).
Always apply the rule FIFO: “first in – first out” unless newer
Major causes of loss Restack and repack if necessary. • Or by preventing the infestation
goods are in poorer condition than the old stock.
• Inadequate supervision of stocks.
Make sure you use the goods before they become unfit for use Dispose of spoiled
or consumption. For example: donate the rice you have in store • Theft, looting, pilferage goods quickly and Pest control measures must be applied
before it expires. • Leakage during transport or correctly (with in such a way as to prevent or minimize
Conduct a Physical Inventory (stock take) regularly, checking distribution the Loss Card). infestation without damaging the
the condition of the boxes and the goods. • Poor packing and/or handling product and causing risks to consumers.
If items such as cloths and blankets are damp or wet, hang • Prolonged, bad storage
them to dry and repack them. • Weather damage
Write Stock Reports and send them regularly to HQ and/or IFRC. • Infestation
Request for replenishment when your stock levels are reaching • Contamination
the stock minimum. • Fire
38 39
Controlling stock movement:
Receiving, sending and distributing goods
The logistics chain in documents (see also chapter 6)
08
eeping track of stock
K o have records of
T very time we
E very one that
E
movement using a set everything we do with receive, send receives or
of simple documents that our stock. and distribute sends the goods:
show exactly what we do goods. • The supplier
o keep our
T
with our goods: • The logistics
commitments with
• What it is the beneficiaries. officer
• Where it came from • The transporter
• Where it went to o be able to report
T • The receiver
• In what quantities to our donors. (the relief team)
• With what vehicle or carrier • The beneficiary
40 41
How?
Checklist for receiving goods

08
Some important rules Before receiving:
elief items change hands only with a signed document

R
r Communicate with HQ/supplier for arrival schedule
(Waybill, Goods Received Note, Beneficiary r Check the condition of your storage area
List/Distribution Cards). r Plan your storage space: How much space do you need? How are you going to organise it?
efore you sign any document, you count the items
B
r Prepare your storage area: clean it, (re)arrange space, …
If you don’t have the r Check security issues
and check if they are in good condition. If something
is missing or damaged, you write it down on these
documents with you? r Engage volunteers/workmen for loading and off loading as required
documents. You make one up! When receiving:
our responsibility for the quantity and quality of
Y This is the minimal information that r Check the quality and quantity of the goods
the goods ends at the moment the next person in you need to put on these documents: r Make sure that it corresponds to what is written on the Waybill (transport document)
the chain signs the document. • The date rN ote any discrepancies in quality or quantity on the Waybill (if anything is broken, wasted or missing
• The place you write it on the Waybill)
ach party involved
E
keeps a copy of these Transport companies • The name and exact quantity r Write a Goods Received Note if there are no legible copies of the Waybill or any other problems
documents (sender, have their own Waybills of the goods r Sign the Waybill and the Goods Received Note
transporter and receiver). and will make you sign • The condition of the goods on receipt r Have the transporter sign the Goods Received Note
their document.
ll Stock Reports should
A • The name and signature of all the r F ile the original copies of the Waybill and the Goods Received Note and keep them together
be based on the The document may look persons involved (sender, transporter, (white copy of the carbon copy book). If IFRC/HQ asks for it, send them the original of the GRN
information of these very different, but the receiver) r Give 1 signed copy of the Waybill to the transporter (the blue copy of the carbon copy book)
documents. information on it is the rS end the other Waybill and a copy of the Goods Received Note to the sender for confirmation
same as on the IFRC of reception (the green copy of the carbon copy book)
standard form! r Register your supplies on Stock Cards
42 43
Checklist for sending goods

Checklist for distributing & reporting goods

08
r Receive and check the Requisition if it’s correctly filled out and authorised When distributing goods:
r Communicate with the requester and HQ if anything is not clear r Have the beneficiaries sign for the goods on the Beneficiary List or Cards
r Decide which goods to send and in what order r File the Beneficiary List or Cards
r Arrange appropriate transportation and staff
r Load the supplies on the truck When reporting goods:
r Write a Waybill for dispatch in 4 copies r Write a Stock Report based on your Stock Cards, showing what and how much was received from
r Sign the Waybill your supplier and what and how much was dispatched to the distribution points
r Have the transporter sign the Waybill r Write a Distribution Report based on Waybills and Beneficiary Lists/Cards, showing what and how
r Give the original and 2 copies to the transporter (white, blue and green copies much was received at the distribution point and distributed to the beneficiaries
of the carbon copy book) r Cross check all the information on the different documents and reports
r File 1 copy in your warehouse folder (the yellow copy of the carbon copy book) r Investigate if there are any discrepancies (losses, difference in what was sent and received, …)
r Advise the requester that the goods have been sent
r Update your Stock Cards
r Clean your warehouse and rearrange your goods to maximize space and prepare for arrival
of new items
r Request for replenishment if needed
r Check and file the green copy of the Waybill that you’ll get back from the receiver with the copy
of the Requisition and the Goods Received Note
44 45
The Requisition
09 A
The document: o transmit all

T very time you
E nyone in the NS needing
A Some important rules
• With which a the necessary want to buy certain goods or services will
Make sure you write clearly. Clear
certain department information on something or have to write a Requisition.
requests for the request: take something • The relief team in a certain village
ive the Requisition a unique number:
G communication
goods Who? out of your • Make sure you never have 2 Requisitions with the same number
• A project manager between the
• Which authorises What? warehouse/ • Each NS decides its own numbering system
• A volunteer responsible requester and
the logistics Where? container. ake sure you put as many details as possible in each of the boxes. Being
M
department to When?
for a certain activity…
precise makes communication easier and avoids misunderstandings!
the logistician
buy goods or take How? ho approves depends on
W • E.g. Not just “jerry cans”, but “jerry cans 10 litres, collapsible” is the key !
them out of the How many? the structure and authorisation • E.g. Not just “John in Toro village”, but
warehouse What for? levels of each NS. It might be “John Doe, primary school, Bora road,
N° Description Quantity Unit of
It can be used to one or more of these persons: Toro village”
o authorise
T measure
ask the logistics the treatment • The Branch Manager If necessary, communicate directly with the
department to: logistician to follow-up and to make sure he 1 Jerry cans, 10l collapsible 25 Pieces
of the request. • The Disaster Manager/The Log
• Look for officer at HQ understands what you’re asking for. Together 2 Jerry cans, 10l collapsible 1 Box of 25
quotations • The Program Manager you can find solutions to most difficulties!
lways ask for a little bit more than you
A In case 1: you get 25 jerry cans, but you don’t
• The Finance Manager
• Purchase goods,
know how they will be packed
services and • The Secretary General actually need, just in case some goods get
works damaged or lost during transport. In case 2: you’ll get 25 jerry cans packed in 1 box
• To dispatch goods ake sure you indicate your “unit” or “unit
M
from the RC of measure” correctly! This refers to the way you counted your quantities!
warehouse Are you talking about individual pieces, boxes of 25 or bags of 50.
46 47
The Requisition
How? How?
09
To illustrate how
A
the documents are

used and linked,
e reasonable when you indicate the date you want to receive the goods. The logistician cannot
B See below the explanations of the filled out Requisition we use a concrete
perform miracles! You cannot expect to receive the goods in 24 hours if you’re on a remote island! you’ll find on the next page. example of a
disaster response.
If you know the exact prices, write them down. This is important to see if you have the necessary Context: A cyclone hit Toro village on Rumbuso Island. Rumbuso Island
budget for it. If you don’t know them, you can ask logistics and finance to help you with this. is part of the Sinapai Province where the Buraco Red Cross has a branch
A Requisition is prepared by the requester in 4 copies: with ERT volunteers and a container with relief items.
• The yellow copy is kept by the requester ohn Doe is an ERT volunteer from the Sinapai branch. He’s sent to Toro with a team
J
• The white one (the original) is received and kept by the logistics officer of volunteers to conduct the needs assessment after the cyclone passed.
• The green one is kept by finance and filed together with the invoice On 22/03/2012, he sent a Requisition (based on the needs assessment) to HQ for approval.
• The blue one is kept by the logistics department as well or can be used for reporting n 24/03/2012, the Requisition was approved by all the necessary persons allowing the logistics
O
department to start organising the dispatch.
Without the necessary signatures, the logistics department is not authorised to treat the request.
he logs department has to send the items by boat to Toro and deliver them at the primary
T
If approval is given over the phone, write the date and the name of the person who authorised school on 28/03/2012, with stickers on the boxes and protected from water damage.
the treatment of the request on the Requisition and have the document signed later. he logs department checks on their latest Inventory Sheets if they have all the items in store
T
or if they have to purchase them. It is decided that the goods will be dispatched directly from
hen you receive a Requisition and you’re not sure what’s being requested, clarify this with
W
the requester. Do not interpret or guess! Check! Sinapai branch, since they have the items in their container. This is the fastest and most
cost-effective solution.
he Requisition is then given to Julie Davis, the logistics officer of the Sinapai branch,
T
so she can organise the dispatch.
There’s no item code for the hygiene kits because they are purchased locally.
48 49
The Requisition
What do you want logistics to do?
1) Ask for prices 2) Purchase
How?
REQUISITION
BURACO RED CROSS SOCIETY




 
 REQUISITION
How?
 

 
09 A
How?
   
3) Get it out of the warehouse 

 X
 
 X

The number of the Requisition.
     
   
     
JOHN DOE   JOHN DOE  
Details on the requester and the receiver:            
Accounting codes:
TORO VILLAGE, RUMBUSO ISLAND   TORO VILLAGE, RUMBUSO ISLAND  
• Department that is requesting   Finance can help you with this
• Name and contact details of the receiver           
           

No. Item code     No. Item code
• Precise place of delivery

   
     
 
             

              The date you want to receive the goods and
       
the means of transport you suggest to use.
   
Details of the items you need:              
            
• IFRC-ICRC item code

• Detailed description of the items

• The quantities requested The item code is a specific code that
• The unit of measure or how you considered all standardized Red Cross items have.
your quantities (in pieces, in boxes of 20, …) See the IFRC-ICRC Emergency Items
   
• Unit and total prices to see if you have the        
Catalogue. If you don’t know the precise code,
necessary budget for it .

.

ask logistics or leave it open (locally procured
  items generally do not have this code).
 
What are you going to use the items for?  
Any specific requests or remarks


  

 
you might have:
Approval:      
• Specific indications on your items
     
• The signatures of the persons that need       (logo, codes, …)

to approve the Requisition

      • Customs clearance
• The dates of request and approval
     
• Packaging and protection, …
50 51
The Waybill
09 B
he transport
T o keep track
T ou write
Y he person in charge
T Some important rules
document used for of everything one, every of the storage area writes
Make sure you write clearly.
dispatching goods you send out of time you send the Waybill.
from the warehouse. the warehouse. something ive the Waybill a unique number:
G
he transporter checks and
T • Make sure you never have 2 Waybills with the same number
It is also used to out of your
o keep track
T signs and hands it over to • Each NS decides its own numbering system
confirm the reception warehouse to
of what is the receiver on arrival.
of the goods. another ake sure you put as many details as possible in each of the boxes.
M
received at the
warehouse or he receiver checks the
T Being precise makes communication easier and allows a better control
It indicates: other end.
a distribution items upon arrival and signs of what was sent and received!
• The warehouse that
o indicate
T point. for reception. He indicates Make sure you put the number of the Requisition that authorises the dispatch on the Waybill!
sends the goods
any problems any discrepancies or
•The person/department ake sure you indicate your
M
and the person ou receive
Y problems on the Waybill.
that will receive the goods “unit of measure” correctly!
responsible one, every time
•The details of the means This refers to the way you counted Item Donor Number Unit of measure/
for losses, you receive
of transportation used Good to know your quantities! description of units Unit weight
• All information on the damages, … goods.
Transport companies have Jerry cans, 10 L,
items: description, donor, It serves as their own Waybills and will On the Waybill you collapsible ECHO 1 Box of 30/20 kg
quantity, unit of measure, basis for make you sign their
weight, volume, payment to rather count in boxes, Jerry cans, 10 L, ECHO 30 Piece/0,66 kg
document. The document
condition, …
the transport may look very different, but
bales and bags than collapsible
• The people responsible
companies. the information on it is the in individual pieces.
for loading, transporting
same as on the IFRC This makes counting Both examples are correct. The first one is only more
and receiving and their easier and quicker! practical for counting.
standard form!
signatures
52 53
The Waybill
How? How?
09
To illustrate how
B
the documents are

used and linked,
A Waybill is prepared by the storekeeper in 4 copies: See below the explanations of the filled out Waybill
we use a concrete
you’ll find on the next page. example of a
• The yellow copy is kept by the storekeeper after he and the driver have signed it. It’s kept in the files
of the sending warehouse ulie Davis, the logistics officer of the Sinapai branch,
J disaster response.
• The other 3 copies go with the driver and are signed by the receiver on arrival received the Requisition that was signed and approved by HQ.
• The white one (the original) is kept by the consignee/the receiver he made sure that she had all the requested items in her warehouse
S
and looked for a suitable means of transport.
• The green one is returned to the sender for confirmation of reception
he organised the transport on 28/03/2012 as requested by John Doe and his relief team
S
• The blue one is kept by the transporter in Toro village.
She loaded the boat, filled out the Waybill and had Steven Beck, the boat captain sign.
o not sign the Waybill before you have
D
checked and double checked Julie kept the yellow copy and gave the other 3 to Steven who left at about 12h.
the quantity and quality of the items!
John Doe received the goods and checked the quantity and quality on reception.
efore signing the 3 copies in Toro Village, John wrote on the Waybill that 1 kitchen set
B
was lost and that 2 hygiene kits were damaged during transport.
e kept the original, sent the green one back to Julie and gave the blue one to Steven
H
for his records.
Steven will get paid for his services by Julie only when he presents the Waybill signed by John.
54 55
The Waybill
How? How?
09
The date and the warehouse
B
BURACO RED CROSS SOCIETY DATE DISPATCHING WAREHOUSE TYPE COUNTRY WAYBILL NUMBER BURACO RED CROSS SOCIETY DATE DISPATCHING WAREHOUSE TYPE COUNTRY WAYBILL NUMBER
you’re sending the goods from.
WAYBILL / DELIVERY NOTE 28/03/2012 SINAPAI branch container WB BU SI-2012-003 WAYBILL / DELIVERY NOTE 28/03/2012 SINAPAI branch container WB BU SI-2012-003
The details on the receiver: DESTINATION AND BENEFICIARY (full name and address) TRANSPORT DATA
MEANS OF
DESTINATION AND BENEFICIARY (full name and address) TRANSPORT DATA
MEANS OF
TRANSPORT TRANSPORT
• Name and contact details JOHN DOE

PRIMARY SCHOOL, BORA ROAD
COMMERCIAL OR RED CROSS TRANSPORT CONTRACT
COMMERCIAL : BECK TRANSPORTATION

ROAD
AIR
❑
❑
JOHN DOE
PRIMARY SCHOOL, BORA ROAD
COMMERCIAL OR RED CROSS TRANSPORT CONTRACT
COMMERCIAL : BECK TRANSPORTATION

ROAD
AIR
❑
❑
of the receiver TORO VILLAGE
RUMBUSO ISLAND
VEHICLE
REGISTRATION No.
(1) FIBER BOAT
(1) VO 250
(2)
(2)
ETD
12h
SEA
HAND
X
❑
TORO VILLAGE
RUMBUSO ISLAND
VEHICLE
REGISTRATION No.
(1) FIBER BOAT
(1) VO 250
(2)
(2)
ETD
12h
SEA
HAND
X
❑ The number of the Waybill.
• Precise delivery address ITEM DESCRIPTION DONOR
N° OF UNITS
(quantity)
UNIT of MEASURE/
UNIT
WEIGHT
TOTAL WEIGHT
(kg)
TOTAL VOLUME
(m3)
REQUISITION N° REMARKS ITEM DESCRIPTION DONOR
N° OF UNITS
(quantity)
UNIT of MEASURE/
UNIT
WEIGHT
TOTAL WEIGHT
(kg)
TOTAL VOLUME
(m3)
REQUISITION N° REMARKS
KITCHEN SET (5 persons) ECHO 20 set/5kg 100 kg 0,45 REQ-SI-2012-015 KITCHEN SET (5 persons) ECHO 20 set/5kg 100 kg 0,45 REQ-SI-2012-015
MOSQUITO NET (impreg, DB) AUSAID 2 bale of 20/20kg 40 kg 0,075 REQ-SI-2012-015 MOSQUITO NET (impreg, DB) AUSAID 2 bale of 20/20kg 40 kg 0,075 REQ-SI-2012-015
20 20
The details on the items:
HYGIENE KIT (5 persons) BUR RC kit/5kg 100 kg 0,52 REQ-SI-2012-015 HYGIENE KIT (5 persons) BUR RC kit/5kg 100 kg 0,52 REQ-SI-2012-015
All the information on the transport
JERRY CAN (10L, collaps) ECHO 1 box of 30/20 kg 20 kg 0,06 REQ-SI-2012-015 JERRY CAN (10L, collaps) ECHO 1 box of 30/20 kg 20 kg 0,06 REQ-SI-2012-015
• Detailed description TARPAULIN, 6x4m AUSAID 6 Bale of 5/20 kg 120 kg 0,348 REQ-SI-2012-015 TARPAULIN, 6x4m AUSAID 6 Bale of 5/20 kg 120 kg 0,348 REQ-SI-2012-015 that you use:
• Donor (name or CTN number) • Commercial vehicle
• Quantities of the items you put on COMMENTS TOTAL COMMENTS FROM RECEIVER COMMENTS TOTAL COMMENTS FROM RECEIVER
• Name of the transport company
the vessel
49 380 kg 2 HYGIENE KITS WERE DAMAGED.
1 KITCHEN SET WAS LOST DURING
49 380 kg 2 HYGIENE KITS WERE DAMAGED.
1 KITCHEN SET WAS LOST DURING
• Type and registration number
• Unit of measure or the way you COMMODITIES LOADED DATE FUNCTION NAME
TRANSPORT. WE RECEIVED ONLY 19.
SIGNATURE LOCATION (SITE) CONDITION COMMODITIES LOADED DATE FUNCTION NAME
TRANSPORT. WE RECEIVED ONLY 19.
SIGNATURE LOCATION (SITE) CONDITION
of the vessel/vehicle
RC SINAPAI BRANCH 28/03/2012 LOGISTICS OFFICER JULIE DAVIS SINAPAI WHARF Good RC SINAPAI BRANCH 28/03/2012 LOGISTICS OFFICER JULIE DAVIS SINAPAI WHARF Good
considered your quantities (on the
LOADED BY LOADED BY
TRANSPORTED BY BECK TRANSPORTATION 28/03/2012 BOAT CAPTAIN STEVEN BECK SINAPAI WHARF Good TRANSPORTED BY BECK TRANSPORTATION 28/03/2012 BOAT CAPTAIN STEVEN BECK SINAPAI WHARF Good
Waybill mostly in boxes and bales)

RECEPTION DATE FUNCTION NAME SIGNATURE LOCATION (SITE) CONDITION RECEPTION DATE FUNCTION NAME SIGNATURE LOCATION (SITE) CONDITION
RECEIVED BY RELIEF TEAM TORO 28/03/2012 TEAM LEADER JOHN DOE TORO village See remarks RECEIVED BY RELIEF TEAM TORO 28/03/2012 TEAM LEADER JOHN DOE TORO village See remarks
White copy: Consignee / Green copy: Back to Sender / Blue copy: Transporter / Yellow copy: Sender White copy: Consignee / Green copy: Back to Sender / Blue copy: Transporter / Yellow copy: Sender
and the weight of 1 of these units The number of the Requisition

• Total weight and total volume used to request these goods.
of the different items
• Total number of units and total Signatures of acceptance of responsibility: Comments:
weight of all the items together • Name, function and signatures of the sender, • Remarks on the items, the packaging and/or problems
• Remarks transporter and receiver of any kind
• Dates • From the sender and transporter on one side;
• Location and condition of the goods from the receiver on the other
56 57
The Goods Received Note (GRN)
09 C
he document
T o track the
T very time we receive
E The receiver of the goods: Some important rules
that confirms goods that goods, especially
• The person in charge
the reception we receive. if there is no copy Make sure you write clearly.
of the warehouse
of goods. of the Waybill and Give the Goods Received Note a unique number:
o indicate
T
some of the goods • The relief team in the field
any problems • Make sure you never have 2 GRN with the same number
are damaged or The transporter.
and the person • Each NS decides its own numbering system
missing.
responsible
Make sure you put as many details as possible in each of the boxes.
for losses,
This makes communication easier and allows a better control of what was received.
damages, …
Note that the GRN is almost the exact copy of
Write on the Goods Received Note only the items that you actually receive.
o indicate if
T the Waybill! In fact, it has the same function as the
there will be Waybill. This means that in case the Waybill is filled • You can include damaged items
a claim for out correctly and signed by all parties, a GRN that the transporter leaves
reimbursement wouldn’t be necessary. with you, indicating clearly
the number of items that are Description Donor Number Unit of Goods received
or not.
But, the GRN becomes very important: damaged of units measure according to
document and
• If there’s no Waybill or there are problems with it • In case the transporter in good condition
(not readable, torn, …) takes the damaged goods
• If there are damages or problems with the items with him, you write only the Kitchen sets ECHO 20 kits 2 of these are damaged
If you use a transport company which uses their actual number of items
that you received Hygiene kits ECHO 18 sets 2 were damaged and
own Waybill, you can also make a GRN to facilitate
kept by the transporter
internal Red Cross communication!
58 59
How? How?
09
To illustrate how
C
the documents are

used and linked,
Make sure you put the number of the Waybill that came with the items on the Goods See below the explanations of the filled out
we use a concrete
Received Note! Goods Received Note you’ll find on the next page. example of a
Make sure you indicate your “unit of measure” correctly! disaster response.
ohn Doe, the relief team leader in Toro village received the items sent
J
This refers to the way you counted your quantities. by the Sinapai branch on 28/03/2012.
As on the Waybill you rather count in boxes, bales and bags than in individual pieces.
This makes counting easier and quicker! e checked the Requisition and the Waybill and counted
H
and checked the items.
A GRN is prepared by the receiver in 4 copies: He noticed that 1 kitchen set was missing and 2 hygiene kits were damaged during transport.
• The white copy (the original) is kept by the receiver.
e already noted this information on the Waybill and signed it, but preferred to issue
H
• The green one is returned to the sender for confirmation a Goods Received Note as well.
• The blue one is kept by the driver/carrier
• The yellow one is returned to the sender for report to donors e copied most of the information from the Waybill, indicating clearly that he received
H
IFRC or donors only 19 kitchen sets.
Check and double check the quantity and quality might request the He also noted that he received all 20 hygiene kits but that 2 of them are damaged.
of the items before you prepare the GRN!
original copy of the e explained everything well in the comments, so the log officer, the branch manager
H
GRN. In that case and HQ can understand what happened when they receive the document.
the receiver keeps He had Steven, the boat captain, sign the GRN in agreement.
the yellow copy. He sent the GRN to Julie, the log officer of the Sinapai branch and to HQ.
With this document, Steven can claim payment for his services to Julie.
60 61
How?
Information on the parties involved How? The number of the Goods
09 C
and respect of procedures: Received Note.

• Department that receives the goods
• Department that sent the goods
• Date of reception BURACO RED CROSS SOCIETY COUNTRY
GOODS RECEIVED NOTE NUMBER
BURACO RED CROSS SOCIETY COUNTRY
CODE
GOODS RECEIVED NOTE NUMBER The number of the Waybill that
CODE
• Was a Waybill received and if no, GOODS RECEIVED NOTE BU GRN-SI-2012-005 GOODS RECEIVED NOTE BU GRN-SI-2012-005 came with the items.
explain the problem RECEIVER/CONSIGNEE (LOCATION) RELIEF TEAM TORO RECEIVED FROM SINAPAI BRANCH
DATE OF ARRIVAL
RECEIVER/CONSIGNEE (LOCATION) RELIEF TEAM TORO
DOCUMENT WELL RECEIVED
RECEIVED FROM SINAPAI BRANCH
DATE OF ARRIVAL DOCUMENT WELL RECEIVED 28/03/2012 Yes/No YES IF NO, PLEASE SPECIFY
28/03/2012 Yes/No YES IF NO, PLEASE SPECIFY
ROAD ❑ Waybill No.: REGISTRATION N°

ROAD ❑ Waybill No.: REGISTRATION N°
MEANS OF TRANSPORT
AIR ❑ AWB n°: FLIGHT N° MEANS OF TRANSPORT
AIR
SEA
❑
X
AWB n°:
B/L n°: WB-SI-2012-003

FLIGHT N°
VESSEL FIBRE BOAT, VO250
Information on the reception
X WB-SI-2012-003
Information on the transport used: FIBRE BOAT, VO250
SEA B/L n°: VESSEL
Handcarried by ❑
Handcarried by
GOODS RECEIVED
❑
FOR FOOD INDICATE NET WEIGHT
of the goods:
• Transportation means ITEM CODE
GOODS RECEIVED
DESCRIPTION
COMMODITY TRACKING N°
OR DONOR
FOR FOOD INDICATE NET WEIGHT
NB. OF UNITS
(quantity)
UNIT OF MEASURE/ UNIT TOTAL WEIGHT
WEIGHT (kg)
RECEIVED ACCORDING TO TRANSPORT
DOCUMENT AND RECEIVED IN GOOD CONDITIONS
CLAIM ITEM CODE DESCRIPTION
COMMODITY TRACKING N°
OR DONOR
NB. OF UNITS
(quantity)
UNIT OF MEASURE/ UNIT TOTAL WEIGHT
WEIGHT (kg)
RECEIVED ACCORDING TO TRANSPORT
DOCUMENT AND RECEIVED IN GOOD CONDITIONS
CLAIM
• Confirmation of reception
KITCHEN SET (family of 5) ECHO 19 set/5kg 100 kg 1 KITCHEN SET MISSING X
• Registration number KITCHEN SET (family of 5) ECHO 19 set/5kg 100 kg 1 KITCHEN SET MISSING X
as indicated on the Waybill
MOSQUITO NET, impreg., double bed AUSAID 2 bale of 20/20kg 40 kg YES ❑
MOSQUITO NET, impreg., double bed AUSAID 2 bale of 20/20kg 40 kg YES ❑
HYGIENE KIT (family of 5) BUR RC 20 kit/5kg 100 kg 2 HYGIENE KITS DAMAGED X

HYGIENE KIT (family of 5) BUR RC 20 kit/5kg 100 kg 2 HYGIENE KITS DAMAGED X • Indication of damages, losses
JERRY CAN, 10L, collapsible ECHO 1 box of 30/20 kg 20 kg YES
or other problems if necessary
❑
JERRY CAN, 10L, collapsible ECHO 1 box of 30/20 kg 20 kg YES ❑
All the information on the items TARPAULIN, 6 x 4 m AUSAID 6 Bale of 5/20 kg 120 kg YES
TARPAULIN, 6 x 4 m AUSAID 6 Bale of 5/20 kg 120 kg YES ❑
• Indication if claim for reimbursement

❑
you received:
❑
❑
❑
❑
from transporter should be pursued
• Item code, if you know it COMMENTS
COMMENTS
1 KITCHEN SET WAS LOST AND 2 HYGIENE KITS WERE DAMAGED DURING TRANSPORT. THE TRANSPORTER TAKES FULL or not
• Detailed description of the items 1 KITCHEN SET WAS LOST AND 2 HYGIENE KITS WERE DAMAGED DURING TRANSPORT. THE TRANSPORTER TAKES FULL
RESPONSIBILITY. HE LEFT US THE 2 DAMAGED HYGIENE KITS
RESPONSIBILITY. HE LEFT US THE 2 DAMAGED HYGIENE KITS
• The identification of the donor by DELIVERED BY DATE FUNCTION NAME (IN BLOCK LETTER) SIGNATURE
DELIVERED BY DATE FUNCTION NAME (IN BLOCK LETTER) SIGNATURE
BECK TRANSPORT. 28/03/2012 BOAT CAPTAIN STEVEN BECK
BECK TRANSPORT. 28/03/2012 BOAT CAPTAIN STEVEN BECK
name or CTN number
RECEIVED BY DATE FUNCTION NAME (IN BLOCK LETTER) SIGNATURE / STAMP
Comments or explanations in case

RECEIVED BY DATE FUNCTION NAME (IN BLOCK LETTER) SIGNATURE / STAMP
RELIEF TEAM TORO 28/03/2012 TEAM LEADER JOHN DOE
TEAM LEADER JOHN DOE
RELIEF TEAM TORO 28/03/2012
• The quantities of the items you
White copy: Consignee / Green copy: Back to Sender / Blue copy: Transporter / Yellow copy: Sender
White copy: Consignee / Green copy: Back to Sender / Blue copy: Transporter / Yellow copy: Sender
of problems.
received
• The unit of measure or the way you
counted your items (in pieces, in Dates, names and signatures of
boxes) and the weight of 1 unit the receiver and the transporter.
• Total weight
62 63
The Stock Card
09 D
he most important
T o keep track
T very time you do
E he person in
T Some things you need to know
document for stock of your stock something with your charge of the
management and at all times. stock. Immediately! storage area is ach item has its own Stock Card.
E
control. responsible for E.g. Blankets of different sizes and materials, each have a different Stock Card.
o be able to
T • Physical inventory
It is the history the Stock Cards. he same items from different donors, have different Stock Cards.
T
identify your • Receiving goods
of what happens E.g. Woolen blankets from ARC and the same woolen blankets from IFRC each have a different Stock Card.
needs and • Sending goods
to your stock. plan for • Disposing of broken he same items with different expiration dates, have different Stock Cards.
T
It indicates: replenishment. or wasted goods E.g. Rice that expires in July is on a different Stock Card than rice that expires in August.
• What you have in As soon as a new item comes in, you open a new Stock Card.
o be able to
T
stock at any given In case you receive an identical item
report to your Stock Card N° STC-S-005
moment in time from the same donor, you can add this
(inventory of the donors on how
you manage new quantity on the already existing ITEM INFORMATION
goods) Stock Card.
• What comes in and and use the Golden rule Description Item Code Unit of
what goes out on stock they have tock Cards are not to be destroyed,
S measure
When it moves, record it!
certain dates provided. even if the stock of a particular item is
When it doesn’t, count it! Jerry can, 10 L, HCONJCPF10 PCE
• Where it came from finished. They are kept in the archives
collapsible
and where it went to for future reference.
(receiving and sending If your Stock Card for a specific item is COMMODITY EXPIRY DATE STOCK
goods – link with the TRACKING N° MINIMUM
full, but you still have these items, you
Waybill and GRN) OR DONOR
raise a new Stock Card with the same
number to be able to continue. The full ECHO 50
Stock Card goes into the archive.
64 65
The Stock Card
How? How?
09 D
Once the heading is completed, it doesn’t change anymore. Open or update your Stock Cards immediately after receiving or sending goods.
• Make sure it is complete! If you don’t know the information, find out. ach operation is written on a new line, even if they happen on the same day!
E
• Make sure you describe the items in great detail as in the example on the previous page. Do not combine IN and OUT on the same line for example.
• The item code refers to a specific code that all standardised Red Cross items have. See IFRC-ICRC
ou only put on your Stock Card what actually enters your warehouse. Items that were damaged
Y
emergency catalogue. Locally procured items do not have this code, so in that case you can leave this space during transport don’t need to be put on the Stock Cards. However, you could do this though to keep
open or create a code. track of all the damages you suffer. Just write a second line to indicate that they’re not in your stock.
• The Commodity tracking number is a number that IFRC uses to identify the donor of the item. It should be See example below.
written on each document to allow tracking and accurate reporting. A number is more specific and precise,
but you can use the name of the donor as well, as is done in the example.
Date Doc. Ref. N° From or To Store N° IN OUT Balance Remarks
Some important rules
Pay attention ! 06/05/12 WB-BU-2012-034 HQ 1 50 50
Make sure you write clearly! On the Stock Card 06/05/12 WB-BU-2012-034/ HQ 1 3 47 Damaged
Give each Stock Card a unique number: and the Requisition GRN-SI-2012-006 during
• Make sure you never have 2 open Stock Cards with the same number! transport
you consider
• You might re-use an old number only after the Stock Card has been
in the archive for at least 5 years. individual pieces.
On the Waybill and
• Each NS decides its own numbering system. If during a stock take the number on the Stock Card is different from what you counted, you have
• Don’t put the year in the number as we do with the other documents; GRN you often consider to adjust the Stock Card to fit the actual quantity. Then note the adjustment in the remarks.
the same Stock Cards might be used for several years. the boxes or bales. eep your Stock Cards in good condition. The best place is in a folder in the office. Do not let them
K
The unit of measure on the Stock Card is always the smallest lie around. These documents are very important!
countable unit, so you know the exact quantity of items you have.
E.g. You want to know how many pieces of jerry cans you have, not how many boxes of jerry cans.
66 67
The Stock Card
STOCK CARD
How? STOCK CARD

09 D
How?
How?
The number of the Stock Card. Stock card N° STC-S-007 Stock card N° STC-S-007
ITEM INFORMATION ITEM INFORMATION
ITEM DESCRIPTION ITEM CODE UNIT OF MEASURE ITEM DESCRIPTION ITEM CODE UNIT OF MEASURE
(i.e. piece, set, kit, kg, (i.e. piece, set, kit, kg,
KITCHEN SET, FAMILY OF 5 KRELCOOSETA SET KITCHEN SET, FAMILY OF 5 KRELCOOSETA SET
The stock minimum = the minimum
Detailed information on the Item: COMMODITY TRACKING N°/DONOR EXPIRY DATE STOCK MINIMUM COMMODITY TRACKING N°/DONOR EXPIRY DATE STOCK MINIMUM quantity you always need to have in stock.
• Precise description ECHO 50 ECHO 50 When your stock approaches or goes
• IFRC-ICRC item code DATE DOCUMENT REF. N° FROM or STORE IN OUT BALANCE REMARKS DATE DOCUMENT REF. N° FROM or STORE IN OUT BALANCE REMARKS
under this level, you need to replenish
• Unit of measure or the way you counted (i.e. Waybill, GRN or Loss card)
26/09/11 WB-BU-2011-012 HQ
TO No.
1 70 70
(i.e. Waybill, GRN or Loss card)
26/09/11 WB-BU-2011-012 HQ
TO No.
1 70 70
(see chapter 4).
the quantities (on the Stock Card mostly 30/09/11 INV-SI-2011-003 1 70 30/09/11 INV-SI-2011-003 1 70
in individual pieces)
14/10/11 WB-SI-2011-005 FAATU 1 5 65 14/10/11 WB-SI-2011-005 FAATU 1 5 65
• The identification of the donor
(by name or CTN number) 14/10/11 WB-SI-2011-006 DEMBA 1 3 62 14/10/11 WB-SI-2011-006 DEMBA 1 3 62
All the information on the operations:
• The expiry date 15/10/11 INV-SI-2011-004 1 61 CORRECTION OF 15/10/11 INV-SI-2011-004 1 61 CORRECTION OF
BALANCE; 1 KS BALANCE; 1 KS • The date of the operation
• The stock minimum MISSING MISSING
31/12/11 INV-SI-2011-005 1 61 31/12/11 INV-SI-2011-005 1 61 • The number of the document that refers
28/03/12 LC-SI-2012-001 1 1 60 BROKEN WHILE 28/03/12 LC-SI-2012-001 1 1 60 BROKEN WHILE to the operation
LOADING LOADING
28/03/12 WB-SI-2012-003 TORO 1 20 40 28/03/12 WB-SI-2012-003 TORO 1 20 40
• Where the goods came from or went to
The document reference numbers are: • The number of the storage area where the
04/04/12 WB-SI-2012-004 TORO 1 2 42 RETURN AFTER 04/04/12 WB-SI-2012-004 TORO 1 2 42 RETURN AFTER
• The Waybill N° for sending goods
DISTRIBUTION DISTRIBUTION goods are located (necessary if you have
04/04/12 INV-SI-2012-001 1 42 NEED TO 04/04/12 INV-SI-2012-001 1 42 NEED TO
• The Waybill or GRN N° for receiving goods REPLENISH REPLENISH more than 1 storage area)
• The Inventory Sheet N° for stock take • The quantities that come IN or go OUT
• The Loss Card N° for taking out wasted and the new balance
goods • Any remarks you might have
This record is not to be destroyed / A ne pas détruire This record is not to be destroyed / A ne pas détruire
See explanation on p 73 with the Bin Card.

68 69
The Bin Card
09 E
he document that
T o facilitate
T very time we do
E he logistics
T Some things you need to know
shows the history of stock something with the officer, logistics
what happened to the management stock of a certain stack volunteer or the he Stock Card refers to the entire stock of a certain item, the Bin Card only to the stack
T
goods of a certain in big or pile. person in charge it is attached to.
stack, pile or grouping warehouses. of the storage area E.g. You have 200 identical Kitchen sets, stacked on 2 pallets of 100.
• Physical inventory
on a shelf in the (storekeeper). This means that: - You have 1 Stock Card of 200 kitchen sets in your folder
• Storage plan • Receiving goods
storage area. - You have 2 separate Bin Cards of 100 on each of the pallets
• Identification • Sending goods
It is very similar to the of goods
Stock Card and shows • Disposal of broken For the rest, the same rules apply as for the Stock Card:
• First in - or wasted goods • Each stack or pile has its own Bin Card
more or less the same
First out • Only the same items, from the same donors with the same expiration dates can be put together
information.
in a stack or a pile
he difference is that
T • In case you receive an identical item from the same donor, you can add this new quantity
it refers not to the on the already existing Bin Card
entire stock, but only • Bin Cards are not to be destroyed, even if a particular stack is completely dispatched.
to the stack or pile it They are kept in the archives for future reference
is physically attached • Each Bin Card has a unique number
to. • The unit of measure is always the smallest countable unit, so you know the exact quantity of items
you have in your stack or pile
• Open or update your Bin Cards immediately after receiving or sending goods.
• Write each operation on a new line, even if they happen on the same day! Do not combine
IN and OUT on the same line for example
70 71
The Bin Card
How?
The number of the Bin Card. BIN CARD
ITEM INFORMATION
How?
09
To illustrate how
E
DONOR UNIT
the documents are
N°: BC-SI-009 ECHO SET
ITEM CODE
used and linked,
KRELCOOSETA See below the explanations of the Stock and Bin Cards on p 68/72. we use a concrete
The storage area where this particular ITEM DESCRIPTION example of a
stock is located.
STOCK LOCATION
KITCHEN SET (FAMILY OF 5) ll the kitchen sets in Julie’s container are stacked on 1 pallet.
A disaster response.
SINAPAI CONTAINER 1
Exp. date: She has therefore only 1 Bin Card which is identical to her Stock Card.
QUANTITY IN UNIT OF MEASURE STOREKEEPER
Julie has to keep both documents up to date after each operation: the
All the information on the item: DATE FROM / TO WB N°
IN (+) OUT (-) BALANCE (=)

Magasinier
INITIALS SIGNATURE
Stock Card in her folder and the Bin Card attached to the pallet of Kitchen Sets in the container.
Description, donor, unit of measure, item code, 26/09/11 HQ: WB-BU-2011-012 70 70 JD These documents give the history of what happened with the kitchen sets from the moment
expiry date 30/09/11 INV-SI-2011-003 70 JD they arrived. This is what we can make out:
14/10/11 FAATU: WB-SI-2011-005 5 65 JD Previous operations:
14/10/11 DEMBA: WB-SI-2011-006 3 62 JD
• Arrival of the kitchen sets from HQ Buraco on 26/09/2011. Waybill N°: “WB-BU-2012-012”.
All the information on the operation: • Stock take (or physical inventory) at the end of the 3rd trimester (30/09/11),
• Date of the operation 15/10/11 INV-SI-2011-004 61 JD
Inventory Sheet N°: “INV-SI-2011-003”.
• Locations where the goods came from or 31/12/11 INV-SI-2011-005 61 JD • Dispatch of 5 kitchen sets to Faatu and 3 sets to Demba on 14/10/2011 Waybill N°: “WB-SI-2011-005”
went to 28/03/12 LC-SI-2012-001 1 60 JD and “WB-SI-2011-006”.
• The document that refers to the operation • Stock take after the operation on 15/10/2011. Inventory Sheet N°: “INV-SI-2011-004”,
28/03/12 TORO: WB-SI-2012-003 20 40 JD
(see chapter Stock Card) 1 kitchen set is unaccounted for. The physical count becomes the new balance.
04/04/12 TORO: WB-SI-2012-004 2 42 JD
• Quantities that entered • Stock take at the end of the 4rd trimester (31/12/2011). Inventory Sheet N°: “INV-SI-2011-005”.
• Quantities that exited 04/04/12 INV-SI-2012-001 42 JD
The present operation:
• The new balance after the operation • Loss of 1 kitchen set during loading on 28/03/2012. Loss Card N°: “LC-SI-2012-001”.
• Dispatch of 20 kitchen sets to Toro village on 28/03/2012. Waybill N°: “WB-SI-2012-003”.
• Return of 2 kitchen sets after the distribution in Toro was concluded (the relief team sent these
Initials and signature of the person
extra kitchen sets back). Waybill N°: WB-SI-2012-004”.
responsible for the storage area and stock.
• Stock take at the end of the operation and end of 1st trimester on 04/04/2012,
Inventory Sheet N°: “INV-SI-2012-001”.
72 73
The Loss Card
How?LOSS CARD The number of the Loss Card.

09 F
LOSS CARD N°: LC-SI-2012-001

he document
T o justify and get
T very time you take
E he logistics
T Quick indication of how the item was lost.
REASON:
that is used to authorisation for the something damaged, officer, logistics
BROKEN X STOLEN
take damaged disposal of goods wasted or expired out volunteer or the LOST DESTRUCTION
or wasted goods that are damaged of your storage area. person in charge Information on the item that was lost:
ITEM DESCRIPTION and QUANTITY 1 KITCHEN SET (family of 5)
out of the or expired. of the storage area • Description and quantities
ACCESSORIES N/A
storage area. (storekeeper). • Accessories
o indicate the
T SUPPLIER N/A
reason for the loss, BUDGET / PROJECT 10 - DISTRIBUTION TORO
• Supplier
the way of disposal INCIDENT DATE 28/03/2012 • Budget and project
and the solutions • Date of the incident
The Loss Card is only used for goods REASONS TAKEN ACTION
put in place to avoid already in the warehouse! including method of disposal
FELL ON THE GROUND DURING ACCIDENTAL LOSS, BUT WE'LL
similar losses
Information on damages that LOADING AND WAS CRUSHED BY INTRODUCE A NEW SECURITY
Detailed description of how the item
in the future. A TRUCK THAT WAS RULE THAT STATES THAT ALL
happened during transportation is MANEUVRING. ACTIVITY MUST STOP WHEN
VEHICLES ARE IN MOTION.
was lost.
noted on the Waybill and the Goods THE DAMAGED KITCHEN SET
WAS BROUGHT TO THE OLD
Received Note! IRON COLLECTION POINT.
Some important rules The measures taken:
• To avoid similar losses in the future
1 > Make sure you write clearly.
• To dispose of the item
2 > Give the Loss Card a unique number.
Loss responsible Approval of disposal
3 > Make sure you put as many details as possible to facilitate communication. Names & signatures (of persons recommending Names & signatures (of person approving write
disposal and preparing this form) off or disposal)
4 > Make sure you get authorisation for the disposal of the goods. JULIE DAVIS, LOGISTICS JACK PLATT, DMO BUR RC The signatures:
OFFICER, SINAPAI BRANCH
5 > Don’t forget to update your Stock Card as well. • The person responsible for the warehouse
• The person that approves/accepts the loss
74 75
The Physical Inventory Sheet
09 G
he document that
T o check the
T Every month. he logistics
T Some important rules
goes with the stock condition and officer, the logistics
take. This is the the quantities
fter every
A
volunteer or the
Make sure you write clearly! How to conduct a thorough
operation. stock take:
physical counting and of the items you person in charge ive the Physical Inventory Sheet a unique
G
checking of all the have in store. of the storage area number. • Take out all the items of your storage area
goods in your (the storekeeper). ake sure you indicate your “unit of measure”
M • Check the storage area
o report to HQ,
T
warehouse. correctly! This refers to the way you counted • Find solutions for any problems you
partners and
It is a detailed list of donors on your your quantities! encounter (rodents, insects, water leakage,
all the goods you have stock levels. On the Inventory Sheet you count the individual humidity, theft)
in stock at a certain pieces. This gives you an immediate overview • Clean the warehouse thoroughly
moment in time. of what you have in stock. • Check all the goods and their packaging
It is basically • Remove any damaged or wasted goods,
rite the results of your stock take on
W
a summary of all the using the appropriate documents
the Stock Cards as well. Adjust the balance
Stock Cards you have. (Loss Card, Stock Card)
to the actual quantity if necessary.
• Count all the goods
Send the Physical Inventory Sheet to HQ. • Repack if necessary
Q will gather all the Physical Inventory Sheets
H • Restack everything in your warehouse
and make 1 overview of total stock in the NS. • Update your Stock Cards
This information should then be shared with • Write the Physical Inventory Sheet
partners and donors. Do a thorough stock take at least every
quarter!
76 77
The Physical Inventory Sheet
How?
09 G
How?
Information on the stock take:
PHYSICAL INVENTORY SHEET To illustrate how
the documents are
HQ/ BRANCH: SINAPAI BRANCH
• Name of the branch DATE: 04/04/2012 used and linked,
• Date of the stock take Doc. number: INV-SI-2012-001 See below the explanations of the filled out
we use a concrete
• Number of the Inventory Document Description of the item Quantity Donor N° Stock Card S tock location Physical Inventory Sheet you’ll find on the previous page. example of a
SINAPAI BR.
SOLAR LANTERNS 60 IFRC STC-SI-001 CONTAINER 1
ulie, the logistics officer of the Sinapai branch, just finished the first
J
disaster response.
BUCKET, 14 L, PLASTIC, WITH LID 60 IFRC STC-SI-002 II
stock take of the year after the relief operation in Toro village.
JERRY CAN, 10 L, COLLAPSIBLE 90 ECHO STC-SI-003 II
The Number of the Inventory Document.
TARPAULIN, 6 x 4 m 40 AUSAID STC-SI-004 II She will send this to HQ as part of her report.
ROPE, COIL OF 20 m 40 AUSAID STC-SI-005 II
he noticed that the branch needs to replenish tarpaulins and rope, kitchen sets
S
HYGIENE KIT (5 persons/1 month) 80 BUR RC STC-SI-006 II and blankets because these items have approached or passed their stock minimums.
Information on the items:
KITCHEN SET (FAMILY OF 5) 42 ECHO STC-SI-007 II
• Detailed description of the items She will prepare the Requisition for replenishment soon.
SINAPAI BR.
• Quantities you have in store BLANKETS, WOOL, DOUBLE BED 150 ARC STC-SI-008 STORE ROOM
2
• Donor MOSQUITO NET, impregnated, double bed 60 NZRC STC-SI-009 II
Stock organisation:
• The number of the Stock Card of the item
• The place where the different items are
kept
78 79
The Stock Movement Report
09 H
he document that is
T o be able to
T very month, especially
E he logistics
T Some important things to keep in mind
used to report on the report to HQ, if your stock moves a officer, logistics
dapt the document to your needs (more columns for locations
A
movement of stock of partners and lot. If not every quarter. volunteer or the
for example).
a certain storage area. donors on the person in charge
After every operation.
It indicates where the movement of of the storage area ou can find the information you need on your Stock Cards,
Y
goods came from and your stock. (storekeeper). Waybills and GRNs.
went to over a certain ake sure the values of all these documents correspond.
M
period of time. If not, find the mistakes and solve the problem!
ogether with the
T
ou can insert your losses as well on this document,
Y
Physical Inventory
indicate it as one of the locations (see example).
Sheet it becomes
a full Stock Report. ou only consider the goods that moved during the period
Y
covered by the report.
The goods that didn’t move are integrated in the Physical
Inventory Sheet.
80 81
The Stock Movement Report
How? BURACO RED CROSS SOCIETY

How?
STOCK MOVEMENT REPORT
Warehouse's name SINAPAI BRANCH CONTAINER AND STORAGE ROOM
Date 04/04/2012 REGARDING 1st TRIMESTER 2012
09
To illustrate how
H
BURACO RED CROSS SOCIETY STOCK MOVEMENT REPORT

Warehouse's name SINAPAI BRANCH CONTAINER AND STORAGE ROOM Distribution locations
the documents are
STOCK MOVEMENT REPORT Date 04/04/2012 REGARDING 1st TRIMESTER 2012 Tracking number Donor Item description Unit of Opening Total Total
TORO VILLAGE LOSS (in WH)
Remarks Closing used and linked,
Warehouse's name SINAPAI BRANCH CONTAINER AND STORAGE ROOM Measure Balance In Out Balance
Date Distribution locations we use a concrete
Name of the Warehouse.
04/04/2012 REGARDING 1st TRIMESTER 2012
Tracking number Donor Item description Unit of Opening Total Total Remarks ECHO
Closing JERRY CAN, 10L, Collapsible PCE 120 30 30 90
Distribution locations Measure Balance In Out
TORO VILLAGE LOSS (in WH)
Balance example of a
AUSAID TARPAULIN, 6X4M PCE 70 30 30 40
Date of the report.
Tracking number Donor Item description Unit of
Measure
Opening
Balance
Total
In
Total
Out
TORO VILLAGE LOSS (in
ECHO
Remarks
WH) CAN, 10L, Collapsible PCE
JERRY
Closing
120
Balance
30 30 90 disaster response.
BUR RC HYGIENE KIT (5 persons) PCE 100 20 20 80
ECHO JERRY CAN, 10L, Collapsible PCE 120 30 AUSAID
30 TARPAULIN, 6X4M PCE 70 90 30 30 40
1 Kitchen set damaged
BUR RC HYGIENE KIT (5 persons) PCE 100 40 20 20 80 during handling, 2 came
AUSAID TARPAULIN, 6X4M PCE 70 30 30
1 Kitchen set damaged ECHO KITCHENSET (family of 5) PCE 61 2 21 18 1 back after distribution. 42
BUR RC HYGIENE KIT (5 persons) PCE 100 20 20 80 during handling, 2 came
ECHO KITCHENSET (family of1 5)
Kitchen PCE
set damaged 61 2 21 18 1 back after distribution. 42
AUSAID MOSQUITO NET PCE 100 40 40 60
during handling, 2 came
AUSAID MOSQUITO NET back afterPCE 100 40 40 60
ECHO KITCHENSET (family of 5) PCE 61 2 21 18 1 distribution. 42
AUSAID MOSQUITO NET PCE 100 40 40 60
Signatures of the persons
Prepared and verified by:
that prepared the report. Prepared and verified by:
Julie Davis, logistics officer Julie Davis, logistics officer
Diane Bell, branch manager
Explanation
Prepared and verified by:
Julie Davis, logistics officer Information on the movements in the period
Total Quantities in Stock at Present Total Quantities in Stock at Present
the report covers:
Total Quantities in Stock at Present ITEM Unit QTY ulie Davis, the ITEM
J logistics officer
Unit of QTY
the Sinapai
SOLAR LANTERNS PCE 60 • TOTAL IN = total quantity of what came in from
ITEM Unit QTY
branch, took
SOLAR LANTERNS all the information PCE from 60 her Stock
SOLAR LANTERNS PCE 60
BUCKET, 14L, PLASTIC WITH LID PCE 60
all locations
BUCKET, 14L, PLASTIC WITH LID PCE 60 JERRY CAN 10L, COLLAPSIBLE PCE 90 Cards,BUCKET,
Waybills and GRNs and
14L, PLASTIC WITH LID PCE
filled60 out the
Information on the items: TARPAULIN 6 x 4 m PCE 40 JERRY CAN 10L, COLLAPSIBLE PCE 90 • TOTAL OUT = total quantity of what went out
JERRY CAN 10L, COLLAPSIBLE PCE 90
Stock TARPAULIN
Movement Report, making sure all
• Identification of the donor, using the CTN
TARPAULIN 6 x 4 m PCE 40
ROPE, COIL of 20 m PCE 40 6x4m PCE 40 to all locations
40
HYGIENE KIT (5 persons) PCE 80 the quantities on each of the documents
ROPE, COIL of 20 m PCE 40
• Quantities that went to the different locations.
ROPE, COIL of 20 m PCE
tracking number and/or the name HYGIENE KIT (5 persons) PCE 80

KITCHEN SET (5 persons) PCE 42
corresponded. She also added
HYGIENE KIT (5 persons) PCEthe 80Physical
• Detailed description
KITCHEN SET (5 persons) PCE 42 BLANKET, WOOL, DOUBLE BED PCE 150
KITCHEN SET (5 persons) PCE 42 Here you split up the TOTAL OUT over the different
MOSQUITO NET, IMPREGNATED, DOUBLE BED PCE 60 Inventory Sheet.
BLANKET, WOOL, DOUBLE BED
• Unit of measure or how you considered your quantities

MOSQUITO NET, IMPREGNATED, DOUBLE BED
PCE
PCE
150
60
BLANKET, WOOL, DOUBLE BED PCE 150 distribution locations
he sends
S MOSQUITOboth documents
NET, IMPREGNATED, DOUBLE BED to HQ to
PCE 60 report
• Remarks
(pieces, boxes)
on what she sent to the distribution point • Closing balance = the new balance after the stock
• Opening balance = the balance from the previous report in Toro village as well as the current situation
It refers to the quantities you had in stock before movements covered in this report. This should be
in her warehouse. the same as your Physical Inventory Sheet
the stock movement that is covered in this report Physical Inventory: the new
balance of all the items you have ohn Doe, the relief team leader, will prepare
J
in stock. the Distribution Report indicating what he
received in Toro village and distributed there.
82 83
The French Red Cross is present in the Pacific since 2007. That year, it
established the South Pacific Regional Intervention Platform (PIROPS) in
New Caledonia. This platform has become an important tool for disaster
response in the region with its prepositioned stock and intervention
teams in Health, Watsan and logistics/relief. At present, the French
Red Cross also implements Disaster Risk Reduction projects in New
Caledonia, The Solomon Islands and Vanuatu.
In the Pacific, Australian Red Cross supports the International Federation

and 11 Pacific National Societies with a wide range of activities including
disaster management, climate change adaptation, HIV/ AIDS awareness,
organisational development, water and sanitation and many more. Their
support to the Red Cross Movement in the Pacific and beyond has
proven very valuable over the years.
The European Commission’s Humanitarian Aid department funds

relief operations for victims of natural disasters and conflicts outside
the European Union. Aid is channeled impartially, straight to people
in need, regardless of their race, ethnic group, religion, gender, age,
nationality or political affiliation.
85
This handbook was developed within the framework of the Logistics Capacity
Building Project that the French Red Cross implemented in 6 National
Societies of the Pacific in 2011-2012.
The project was funded by the European Commission’s Directorate General
for Humanitarian Aid and Civil Protection and received technical and financial
support from Australian Red Cross and the International Federation of Red
Cross and Red Crescent Societies (IFRC).
French Red Cross – PIROPS Australian Red Cross

(Croix Rouge française) Locked Bag 4, 155 Pelham Street,
22 rue du mont Té Carlton south, Melbourne VIC 3053
BP 10046, 98805 Noumea cedex Australia
New Caledonia Tel: + 613 9345 1800
Tel : + 687 23 12 73 www.redcross.org.au
www.croix-rouge.fr

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A Logistics

 haring this information

with Red Cross and

the specifications of all the items: [Homepage]

• To guarantee good quality My items list

• To make sure the items are appropriate • Item code

in great quantities for all NS together) • Quality Warehouse and Administration

• To save time • Estimated price

• To facilitate field operations • Packaging Household

and logistics support The idea is that all • Weight

(all is packed in the same way) National Societies • Volume

• To facilitate coordination, • Accessories

communication and reporting

even better, the exact

 owever, we need to be flexible

in the planning, budgeting and implementation Rapid Deployment Emergency Hospital

right time, right Surgical hospital, weapon wounded General information

and specific needs of any program in disaster preparedness and

(appropriate hygiene kits, …). quality, right price!

disaster response. Information

14 Expected life span of 2 years minimum in the strongest tropical condition.

The new situation: 4 > Stock management

Retrofitting process of a Tropical Mobile Storage Unit How?

Keep goods secure.

Keep warehouse clean: daily, weekly, monthly schedules.

Dispose of spoiled goods correctly and quickly.

Conduct physical inventory on a regular basis.

Checklist for receiving goods

 elief items change hands only with a signed document

Checklist for sending goods

Checklist for distributing & reporting goods

The document:  o transmit all

the documents are

3) Get it out of the warehouse 

• Precise place of delivery

             

• Detailed description of the items

the documents are

• Name and contact details JOHN DOE

COMMERCIAL : BECK TRANSPORTATION

COMMERCIAL : BECK TRANSPORTATION

Waybill mostly in boxes and bales)

and the weight of 1 of these units The number of the Requisition

the documents are

and respect of procedures: Received Note.

ROAD ❑ Waybill No.: REGISTRATION N°

B/L n°: WB-SI-2012-003

HYGIENE KIT (family of 5) BUR RC 20 kit/5kg 100 kg 2 HYGIENE KITS DAMAGED X

• Indication if claim for reimbursement

Comments or explanations in case

How? STOCK CARD

See explanation on p 73 with the Bin Card.

IN (+) OUT (-) BALANCE (=)

How?LOSS CARD The number of the Loss Card.

LOSS CARD N°: LC-SI-2012-001

How? BURACO RED CROSS SOCIETY

BURACO RED CROSS SOCIETY STOCK MOVEMENT REPORT

tracking number and/or the name HYGIENE KIT (5 persons) PCE 80

• Unit of measure or how you considered your quantities

In the Pacific, Australian Red Cross supports the International Federation

The European Commission’s Humanitarian Aid department funds

French Red Cross – PIROPS Australian Red Cross

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haring this information

• To facilitate field operations • Packaging Household

• To facilitate coordination, • Accessories

owever, we need to be flexible

elief items change hands only with a signed document

The document: o transmit all

• Detailed description of the items

• Name and contact details JOHN DOE

• Indication if claim for reimbursement

• Unit of measure or how you considered your quantities