1. Documentation & Record Keeping
WFP Logistics, We Deliver

2. DO NOT PRINT IN WORKBOOK
Lesson Plan: Documentation & Record Keeping
LEARNING OBJECTIVE/S:
By the end of the session, participants will be able to:
Describe the importance of documentation and reporting in the supply chain and in particular, in emergencies
Describe the types documentation used across the supply chain and the elements of recording and reporting
Structure
Timing
Activities
Introduction
5 minutes
Explain lesson objectives
Documentation Flow in the Supply Chain
10 minutes
Discuss the supply chain flow and the types of information flow throughout the chain.
Recording and Reporting
Discuss the types of information and methods of recording and reporting across the supply chain.
Exercise:
50 minutes
Participants in groups are to create a documentation flow of High Energy Biscuits, procured in France, shipped by sea to Mumbai, India and by road to Kathmandu, Nepal. They need to provide the type of documentation required throughout and the parties responsible for handling of each document?
Documentation
20 minutes
Outline each of the main documents used in the supply chain (Bill of Lading, Waybill, Commodity Management Report, Stock Cards, Distribution Report) and where and how they are used.
Lesson End/Plenary
EVALUATION / RECAP QUESTIONS
What is the importance of documentation and reporting in the supply chain and in particular, in emergencies
What are the types documentation used across the supply chain and the elements of recording and reporting
Total Lesson Length
90 minutes
MEASURABLE OUTCOMES
Ability to outline the benefits and types of documentation in the supply chain
Ability to outline the benefits or reporting and recording in emergencies
DO NOT PRINT IN WORKBOOK
DO NOT DISPLAY IN CLASS

3. Lesson Objectives 1 2 By the end of this lesson, you will be able to:
Describe the importance of documentation and reporting in the supply chain and in particular, in emergencies. 1
Describe the types documentation used across the supply chain and the elements of recording and reporting. 2

4. Documentation & Record Keeping
Why do we use documentation and keep records?
To allow transparency and ensure accountability
To track all cargo movements and monitor stock levels
To enable management in making decisions

5. Supply Chain Document Flow
PURCHASE ORDER or RELEASE NOTE (Prepositioned)
MODE SELECTION
CUSTOMS CLEARING & FORWARDING
SOURCING & PROCURMENT
NEED IDENTIFIED
TALLY SHEET
WAYBILL ISSUED
DISPATCH COMMENCED
LOADING AUTHORIZATION ENTERED
DIRECT DELIVERY DISTRIBUTION or WAREHOUSE
TALLY SHEET
WAYBILL SIGNED
DRR PREPARED
WAYBILL ENTERED
DISPATCH REPORT
CARGO DELIVERED
RECEIPT ENTERED
DRR PRINTED
INVOICE PAYMENT MODULE
INVOICE
PAYMENT REQUEST
PAYMENT FOR SERVICE

6. Exercise: Supply Chain information flow
In your groups, create a documentation flow of High Energy Biscuits, procured in France, shipped by sea to Dakar, Senegal, then to Lagos and by road to Abuja, Nigeria.
What kind of documentation do you need?
Who is involved in the handling of each document?
Where you will have warehouses and for what purpose?
30 minutes to prepare
20 minutes to present/discuss

7. Loading Authorisation
Inventory Management
Receipt
Storage
Dispatch
Waybill
Stack Card
Release Note
Tally Sheet
Stock Card*
Loading Authorisation
Daily Receipts Report
Daily Stock Position
Tally sheet
Daily Stock Position
Waybill
Daily Dispatch Report
Daily Stock Position
*Manual stock card in most
Organisations now electronic

8. Recording, Reporting & Follow-up Procedures

9. Inventory Management: Documentation
GOLDEN RULE: "IF IT MOVES
- RECORD IT"

10. Bill of Lading / Waybill

11. Waybill

12. Daily Consolidated Movements & Stock Report
Commodity Management
Daily Consolidated Movements & Stock Report
I. WAREHOUSE DETAILS
1. Warehouse Name
2. Location
3. Reporting Date
II. STOCK MOVEMENTS/STOCK DETAILS
4. Commodity
5. S.I. Number
6. Project #
7. Unit-Wgt KG
8. Opening Stock
13. Receipts
16. Dispatches
17. Losses
18. Closing Balance
9. Good
10 Damaged
11. Spoiled
12. Unavailable
14. Good
15. Damaged
19. Good
20. Damaged
21. Spoiled
22. Unavailable
III. CERTIFICATION
23. Prepared by
26. Certified by:
24. Title
27. Title
25. Signature
28. Signature

13. Stock Card

14. Distribution Report

15. Lesson Recap 1 2 Questions:
What is the importance of documentation and reporting in the supply chain and in particular, in emergencies? 1
What are the types documentation used across the supply chain and the elements of recording and reporting? 2

16. Questions
WFP Logistics, We Deliver