PREPARING STACK CARDS - Food Resources Manual

All food stored in warehouses must be placed in stacks. The examples are taken from the in-country warehouse transactions above.

Storekeeper Guidelines for Preparing Stack Cards

  • Attach a stack card to each stack of food in a warehouse.
  • Maintain separate stacks and cards for each food type and for each shipment number. If warehouse space is tight and food from another shipment is stacked on top of a partial stack, divide a stack card in half and list both shipments on one stack card. This should only bed one in exceptional circumstances.
  • Maintain separate stacks and stack cards by shipment number for food that has been damaged and awaiting reconstitution.
  • Maintain separate stacks and stack cards by shipment number for food that has been repackaged.
  • Maintain separate stacks and stack cards by shipment number for food unfit for human consumption.
  • Record entries in whole units and record partial units in weight, e.g. 1 bag and 25 kilos.
  • Record entries to stack cards whenever food is moved on or off a stack.
  • Losses discovered at the time of receipt are not recorded on the stack card--if the food is not physically present, it cannot be part of a stack.
  • Periodically count the units of food in the stack and reconcile the count with the balance on the stack card. Investigate any discrepancies. The warehouse manager or storekeeper must decide how often counts will be made and compared against the balance listed in the stack, although it is important to compare the physical stack count with the stack card balance whenever food has been placed on or taken off a stack.
  • Compare the amounts listed on the stack card(s) for each food and shipment with the balances listed on the warehouse inventory ledger. Investigate any discrepancies, reconcile differences and prepare appropriate Loss and Adjustment Reports.

Example: All the good food received by Warehouse #1 went into one stack with one stack card. Food that was repackaged, food found unfit, and repayment of the loan went into three separate stacks, each with its own stack card. Based on this information, the following stack cards are completed:

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