If open storage must be used (especially in emergencies):
Height of Stacks
Do not stack 6-tin cartons or pails higher than ten layers, or bags of grain and processed food more than 25 layers. If food is stacked higher, stacks can become unstable especially as food is put on or taken off. In addition, added weight may cause damage to bags or containers of food at the bottom of the stack.
Whenever possible, use pallets to keep food off the floor, and keep stacks at least one meter away from the eaves of the warehouse. This allows air to circulate and helps reduce the risk of infestations. Pallets should be clean, level, and free of projecting nails or splinters. When pallets are not available, such as at the beginning of an emergency operation, try to place food on wooden planks, woven mats or plastic sheeting. Keeping food off the floor is essential.
Guidelines for Stacking
Correct Stacking Sequence -- Bottom layer as seen from above
Correct Stacking Sequence -- Top layer as seen from above
Bonded or interlaced stack
Stacking on pallets
Stacking food to eaves
Each stack of food must have its own stack card. Stack cards record the receipt and dispatches of food on and off the stack and allow the warehouse manager or storekeeper to assess balances quickly without having to physically count.
The warehouse manager or storekeeper must insure that food balances shown on stack cards and in warehouse inventory ledgers reconcile with actual amounts of food in the warehouse. The actual amount of food counted in the warehouse is the TRUE balance.If the physical counts, stack cards and ledgers do not reconcile and there is no justifiable reason for discrepancies, the person who has been delegated the duty of keeping the keys to the warehouse can be held liable for the value of any differences.
There is no set rule specifying when warehouse managers or storekeepers should take physical inventories and reconcile them with warehouse inventory ledgers. In warehouses where there is a lot of activity, inventories may be taken daily, weekly or bi-weekly. In other warehouses where there is not much activity, the warehouse manager or storekeeper may conduct physical counts monthly.
However, for purposes of better control, country offices should require that warehouse managers or storekeepers, at a minimum, carry out physical inventories at the end of each month. This will facilitate reconciliations with warehouse inventory ledgers and preparation of monthly Commodity Status Reports.
More frequent inventories detect more quickly any differences between actual stock levels and stack cards, and warehouse inventory ledger balances.
Normally, each stack is identified by location, shipment number and food type. The physical count is listed by shipment number and for each type of food. Counts should equal balances on stack cards and in warehouse inventory ledgers. Where there are differences between counts and ledgers, warehouse managers and storekeepers must prepare and submit a Loss and Adjustment Report to an authorized person. Only when the Report is approved can the warehouse manager or storekeeper record the difference as a loss (or excess)in the warehouse inventory ledgers.
Counting a stack
To take the physical count of one section of the above stack (figure 8): A. add up the number of bags on the two rows completely interlaced ( 24 bags);B. count the number of blocks (2) at the end of the stack; and add up total number of rows in the stack - top to bottom (8). The stack has (24x2x8) =384 bags.
Document the physical count on a form, similar to the one below and enter the physical count information for each stack on each respective stack card.
Note any differences between counts and stack card balances and briefly explain on the stack card. The Physical Inventory Form and Stack Cards will provide support documentation for physical inventory information entered in warehouse inventory ledgers.
PHYSICAL INVENTORY FORM
Document losses on the Loss and Adjustment Reports.
Warehouse managers and storekeepers must maintain a file which contains monthly physical inventory reports. They may be included in a shipment file or kept separately, but they must be available for inspection by field monitors or other persons carrying out warehouse inspections.
Country offices should determine whether they also want to have warehouse managers and storekeepers submit reports to their Food and Logistics sections.
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Food Resources Manual Tutorial
Programming Food Resources
Assessments: Cost And Logistics
Agreements And Contracts
Call Forward And Procurement
Storage And Handling
Food Receipt And Dispatch
Losses And Claims
Inventory Accounting And Reporting
Food Distribution To Sites
Monitoring Project Sites
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