STORAGE CYCLE

It is constituted by the duties that the warehouse has to achieve its purpose.
correspond within the organization to which it belongs, and that these duties constituted the
functions of the elements that made up the warehouse. Therefore, this session will address the
corresponding to these elements and how they must perform or execute their functions taking into account
Always keep in mind the purpose of the entity that groups them.

RECEPTION.

This warehouse element is responsible for receiving the items you purchase.
either at the request of the warehouses themselves or at the request of those who use the material, and their work
consists of:

. Download
. Unpacking
. Inspection, Verification or Check
. Entry or delivery to the deposits, informing of its arrival and preparing a report or
receipt and entry report.

That is, carry out all the necessary tasks to receive the item(s) and be able to ...
deliver to those elements that must keep them until their use.

Download. It is the task of moving the bundles in which the items arrive, from the
means by which they have been transported to the place where they will be received. She
it can be done manually or mechanically, and to do this it is advisable that the staff who
You must receive the articles in advance, know what merchandise is arriving, how it arrives, its
weight, packaging, etc., so that I can make my arrangements to carry out the unloading in
the minimum time possible and with the appropriate means.

His main concern should be to minimize reception costs and avoid losses.
of time or mistreatment of the packages during unloading, as this may lead to deterioration of
the materials.

To be able to carry out the download, the person in charge of receiving will need to have space.
enough to deposit the packages that arrive, while this space must also be
located in such a way that the vehicles or means by which the materials have been transported,
they can get as close to him as possible, thus avoiding long journeys that delay the task.
It will also have expert personnel for unloading, thus achieving proper handling of the
packages. In many cases, it is the transportation means themselves that carry out with their staff.
the download, then it is the primary concern of the receiver to ensure that it is carried out in
the best conditions and as quickly as possible.

Unpacking.- it is the manual task of removing the items from the packages in which they have arrived, it is
to remove the packaging that the items have, for this, there must be personnel
specialized in this work, as it is generally where the greatest
losses due to deterioration, especially when it comes to fragile materials or items. This
requires that the unpacking take place in an area or space that allows for the removal of each
article and placing them in the place or places where the verification or check will take place without
they get mixed. Many times this verification work is done as it is being unpacked,
In this case, it should be avoided that the already verified articles are confused with those that are yet to be verified.

Although unpacking is a practically simple task, it must be done with the utmost care.
carefully and in a way that facilitates the next step, which is the verification or check.

Inspection, verification or check.- It consists of determining whether it is truly about

the requested items, if the quantity matches the ordered and if the quality of the requirements
the required specifications in the order correspond with the items received.
This part of the reception is possibly the most important, as it depends on it.
that the received items can be used and that is why the person in charge of reception
will worry about conducting an organized inspection, following a procedure and not taking
whatever it is and however it is. It is advisable to follow in this case the purchase order.
way of verifying the articles in the order in which they appear in that document,
thus avoiding mistakes that will later lead to regrets that are not
they will be able to remedy.

The inspection or verification is carried out under two aspects, one quantitative and the other qualitative, it is
to say that a result will be established regarding the requested amount and another concerning the
quality and technical conditions that the item must meet.

The first of these inspections can be carried out by personnel who only know how to count; the
second requires people who know the articles and in many cases, true ones.
technicians in the field. Therefore, many times the warehouse asks for help from the departments
that they use the material or sell it, so that they can assess the quality and conditions themselves.
techniques for incoming articles, thus avoiding poor reception. If the company has
A Quality Control department is the element responsible for qualitative control.

It is advisable to keep in mind that the verification of the items upon their arrival must be done.
in a very meticulous manner, as the errors that occur in it will have repercussions
subsequently in returns, lower yields, inventory errors and
distribution, due to the inaccurate identification and classification of the items, errors of
verification for lack of weight, volume, capacity, etc. which will generally produce
losses due to the warehouse and discrepancies between the accounting and physical situation.

In addition to the personnel who have to verify the items, means must be available
necessary for this staff to identify them, that is to say, they must have the catalogs
appropriate tools, winches, meters, calipers, etc. that allow you to certify the measurements,
designations, codes, etc., of each of the items that is being received. The one
receive must be distrustful of the system and believe only in what he sees and verifies, must
keep in mind that the means to weigh, measure, calibrate, are your best tools for
Work and everything that comes must be done with careful control before giving your approval.
Well, since the responsibility of admitting the articles falls on the entity and
Therefore, you should only put it in front of the absolute assurance that you are receiving what was requested.

In order to carry out a good verification or control of the items that arrive at the warehouse, it is
It is necessary to establish rules or guidelines that help the receptionist and facilitate their work. They
they refer to:

Equality of terminology and classification between Purchases, Warehouses, and users.

Delivery modality by suppliers, related to the conditioning of the
Articles, batches or the way they should arrive, shipping guides that should be sent, etc.
Reception modality for each type of material, establishing:
Quantitative verification criteria
Stowage criteria before control
Records to be made
Methods and means to be used in internal transportation
Responsibilities regarding the reception itself, quality control, conditions
required techniques, quantity, etc.
Procedure to follow for goods that do not meet the conditions.
necessary, or that they arrive damaged, claims to the insurance in case of
the merchandise is insured.

In summary, it is necessary to anticipate all the problems that may arise in the verification and
define how to solve them quickly, to avoid increasing the cost of the
receipt of the items and the waste of time.
Recommendations for those in charge of reception.

To conclude that aspect of storage, some recommendations are given below that
every receptionist must keep in mind.
Distrust serves more in the reception of materials than excessive trust or
indifference.
The receipt of the items should only be signed when one is sure of what it is.
exactly as requested.
Excuses of urgency from the supplier or the user to enter the items should not be accepted.
without proper review and control.
Everything that should be weighed must be weighed, what should be measured must be measured, and what should be counted must be counted.
to count oneself; not to rely on innate abilities to calculate by eye, since the responsibility is very
big.
Perform the control over the soil, never over the vehicle or means by which the item arrives.
Review the documentation that comes with the packages; it will be used to carry out the reception and the
corresponding controls.
If there is not enough personnel for the unloading, request it. Avoid making efforts.
for the safety of the staff and the item being received.
Check the seals of the packages to immediately open those that show signs of damage.
alterations.
Check the cylinders, jugs, bottles, etc., that contain liquids, in case they have
spilled
Give the staff the necessary security when receiving hazardous items.
Use the Purchase Order to carry out the verification and carry it out in order, without
rushing and according to a plan.
Ask for help when knowledge does not allow identifying an article, with it only you
is ensuring that what is received is in accordance.
Prepare the means to carry out the identification, do not look for them at the last minute.
Ensure that the items remain in reception for the shortest time possible, it should be considered
that may be urgently needed, but without neglecting control.

2.- DELIVERY TO THE DEPOSITS, ENTRY OF ITEMS, REPORTS OR PARTS

FOR ISSUANCE.

Once the verification or control has been carried out, the reception must be concluded by
deliver the materials or items to the warehouses that will store them, and inform
the interested parties and the Warehouse Manager of the arrival of the merchandise, indicating the news
found and establishing the conditions under which it has been received or produced
Reception. To do this, a receipt or reception report must be prepared, in which it
consider all corresponding and necessary data for purchases, production or
Sales, control, and Accounting, in addition to Warehouses, have the appropriate elements for
proceed to make the payment, or the claims, or the use of the received merchandise.

Reception must deliver a report detailing the items that arrived and that
they are delivered to the deposits where they must be kept, receiving in turn the approval of the chief
of said deposit that he has received the items in good condition and where or in what
places have been established; in this way, the report or part made by reception is completed in
the warehouse and subsequently sent to the warehouse manager to proceed to inform their
see the interested parties according to what was stated above.

It is necessary to emphasize the importance of the reception and entry of items to the
deposits and for them it must be established as a rule not to pay any invoice unless it has the
warehouse compliance, which verifies the receipt of the item or items in accordance with the
specifications and quantities in which they were requested and that have been received according to
the purchase order and the supplier's delivery guide.
3.- PORTIONING:

This is one of the most important processes that take place in the warehouse under supervision of the
in charge chef, as the appropriate size and weight for each product will be supervised from here
based on the specifications of the letter. Its importance is given by the performance of
all goods and the accurate valuation of products for subsequent costing.

YIELDS: refers to the net weight or volume of an element after it has been
processed and ready for sale, that is, the useful part.

MERMAS: it is all edible and inedible parts of a food that cannot be

used for various reasons, it can be due to uselessness, hygiene, decomposition, purification,
etc. And which is part of the cost of food.

RULES:

1. The gross weight is the weight received of the merchandise in the warehouse as we were given it.
they bring.

2.To obtain the net weight, the weight of the loss is subtracted from the gross weight.
3. To find the value of the portion, the VALUE paid to the supplier is divided by the
input divided by the number of portions.

4. To find the number of portions, divide the net weight by the weight of the
portion.

4.- PROPER STORAGE.-

It consists of storing the items, placing them and taking care of them in such a way that they can be
to be delivered in conditions to be used, at the moment they are needed by the
consumers. To do this, several aspects related to the space must be considered
what is provided and the articles that must be stored, in such a way as to use it
space in the most appropriate way possible, allowing all articles to be
easily reached by the dispatch staff for their control.

It is the warehouse staff's duty to locate the materials according to what has already been established.
enter it into your records and account for that entry so that it can be withdrawn when it
they need.

The way of storing depends on the item itself and the provisions that the management of
warehouses have issued regarding this, taking into account the dispatch system that must be
to follow and that will be dealt with later.

The points to consider regarding storage itself are:

Well-planned areas
Location of the items
Distribution of the premises
Strict storage methods or procedures
Order in the classification of merchandise, facilitating inventory management
Conservation
Rotation of the products
Control of the articles
Classification and symbolization of articles
Replacement
It is very important to store each merchandise according to the type of preservation it requires.
taking into account the temperature and humidity.
5.- DISPATCH OR DELIVERY:

It consists of delivering the items stored in the warehouse in exchange for an order or voucher.
exit, also known as Delivery Note and which constitutes a proof of the movement
carried out.

The dispatch is the last part of storage, and it must be taken into account.
norms and procedures that facilitate and regulate the exit of the articles, as with the
delivery the rotation of them is carried out, and this must be planned to avoid the formation of
small balances that generally come to constitute stock without movement, in light of
its small magnitude. Furthermore, it is necessary to exit the articles before they have reached
the limit of conservability, and that is why the method must be adopted in all articles
the system of first in, first out, which is explained below:

First in, first out system.

It is used to prevent items from remaining in storage for long periods without being sold.
delivered for when the arrival of new remittances, in many cases when located and
accommodated, condemns the old stocks to remain in the warehouse while the
new ones are dispatched. To avoid this, it is customary to remove from their location the
old stocks and arrange the new ones, placing the former on top in such a way that
must be dispatched first.

This system prevents the deterioration or aging of the oldest inventory, or

better said, that a high-moving item remains in the Warehouse without being executed
rotation.

The way to carry out what has been explained can be done with certain goods.
but in many cases where the items are heavy it becomes extremely costly due to the
movements that need to be made. For this reason, variations of this system have been planned.
that prevent the necessary manipulation of old stock but at the same time
ensure your exit.

Such systems are:

a. Coupon-based system: It consists of using a detachable coupon made of

two equal parts, which have the same number and where the location of the article is indicated. To
When the merchandise arrives, the coupon is placed by breaking down a part and storing it in drawers.
specials in chronological order and arrival. Each time the item is requested, it is taken out the
oldest coupon and the item with the same number is dispatched, thus ensuring the
rotation of all items.

b. Double area system: This system assigns a double area to an item than
needs for its storage, so that when a new shipment arrives it is stored in the
free space from the location and is not dispatched until finishing with the one that already existed. As
Inconvenience of this system, we can mention the need to have double the
space, which many times is not possible to have.

c. Mobile separation system: It is generally used with items that can

to stack, that is to place one on top of the other, and it consists of dispatching following a
direction, once the stack or heap is formed, for example from right to left. Upon arrival of
a new shipment, the newly arrived items are placed in the free space left by the
successive shipments made, that is, to the right and begins to be dispatched from the side
the opposite is to say from left to right, changing in this way the meaning or direction in.
that the items are taken for delivery. Special care must be taken to monitor those that
They remain in the center to prevent dispatching when changing direction and causing the
what we want to avoid, that is, its aging in the warehouse.
d. Gravity feed system: it consists of the arrangement of items
new ones at the top of the shelf or location they occupy, and start dispatching them by the
bottom, so that the oldest ones are always dispatched and the newer ones remain
new. It is generally used with items packaged in cylinders or circular boxes,
being able to use ramps or inclined shelves designed specifically so that the
cylinders or boxes slide. In this case, the new ones are placed at the top or upper part and
it is dispatched from below. All these systems are variations of the so-called 'what comes in
first come, first served", it depends on the item to adopt them, especially considering
that allows the renewal or rotation of all goods.

Delivery of Items.

Items can only be delivered by the warehouse in exchange for an order or note.
Properly authorized exit. Therefore, it is advisable to establish certain rules.
for the delivery, in order to avoid obstacles for warehouse staff and ensure the
control of outputs. For example, it is advisable to design the orders or delivery notes or
delivery in a way that contains all the data required by accounting and warehouses for
carry out your control and thus you will need to place the name and symbol of the desired item, the
quantity requested and the unit of measurement or dispatch, who requests it and for what, etc.
It goes without saying that such orders must consider the signatures of the people who
they deliver, receive, and authorize the exit of the article.

It is also very convenient for there to be a catalog of the brands in the warehouse.
they can authorize the release of the items, so that the dispatcher can carry out the
confrontation of the signatures that authorizes and appears in the order, thus preventing it from being released
merchandise with any signature.

Delivery Methods:

The delivery of the items can be made at the same warehouse or it can be the one that...
brings to the consumer, depending on the delivery method of the volume of the outputs and on
everything related to the preparation or planning they carry out in their work those who need the
articles.

In the cases of commercial warehouses, both forms are generally used, as they
delivery at the warehouse itself or sent to the consumer through the element or dependency
Transport of the entity.

The essential thing in both forms is that there is a Production Order and the Note, Voucher, or Order.
Exit and to be signed by the person withdrawing the item, as it constitutes
proof of the exit or delivery made and represent for the storekeeper what the
checks for the Bank, unless instead of delivering money, its equivalent is delivered in the
item that is being dispatched.

6.- CONTROL.-

This aspect of storage, which we have considered last in the cycle that
we study, it is carried out throughout the process, from receipt to delivery and must be
made by the warehouse staff themselves, except in the qualitative controls in which many
sometimes specialist personnel who are knowledgeable about the technical conditions will have to intervene
It must require the article, that is, Quality Control.

In many companies, due to the volume of items and their movement, there is a
special dependency separate from the warehouse that is responsible for inventory control, it is
to say, about the control of movement from them in order to avoid their exhaustion or their
immobility.

This inventory control is very important for the study of costs, as well as knowing
the daily, weekly, and monthly movements of each product.
For this, it will first be necessary to define what the minimum, maximum, and optimal stocks will be, and whether the
there would be zero stock of each product.