RECEIPT OF FOOD - Food Resources Manual

Ways that Food is Received

Food can be received in any one of six ways:

  1. Discharged at Port
  2. This occurs when the Bill of Lading names a port as the destination point. The independent discharge survey occurs at port and CARE, its agent or a local counterpart transports the food directly from the port or port warehouses to CARE or counterpart warehouses, using a CARE waybill.

  3. Through Bill of Lading
  4. A Through Bill of Lading stipulates a delivery location other than the port. The shipper is responsible for transporting the food from the port to the location named on the Through Bill of Lading. Generally, the delivery location is a CARE or counterpart warehouse. The independent discharge survey occurs at the warehouse and not at the port. Although CARE is not responsible for transportation, CARE should ask the shipping company to use a CARE waybill when the company arranges for transportation out of the port of arrival.

  5. Received as a Loan or Transfer
  6. With donor approval, food may be loaned or transferred from another NGO, the World Food Program or from another CARE project. CARE will repay loans from future stocks. A transfer is an allocation from one donor program to another and is not repaid.

    If CARE arranges for transport, a CARE waybill is used to document the receipt. If CARE does not arrange for transport, the warehouse manager or storekeeper must insure that the receiving information included on the waybill matches that on CARE’s waybill. If not, the warehouse manager or storekeeper should write the information in the Receipt section of the non- CARE waybill and initial changes/additions along with the transporter.

  7. Received as a Repayment of a Loan
  8. Another organization or CARE project repays a loan. If the food is transported on a non-CARE waybill, the storekeeper should include all the information requested on the standard CARE waybill, initial changes and additions, and sign along with the transporter.

  9. Transferred to Another Warehouse
  10. Food is often transferred from one CARE or counterpart warehouse to another warehouse, port warehouses to primary or secondary warehouses, or from primary or secondary warehouses to food distribution sites.

  11. Returned to the Warehouse
  12. A truck may not be able to make a delivery due to poor road conditions, or the receiver may not accept some or all of the food due to its condition or for lack of storage space. Food may be returned on the same truck that brought it, or it may be returned at a later date on a different truck. When food is returned, the warehouse manager or storekeeper notes the quantity and condition of the food on the Receipt Information section of the waybills.

    First, if food does not reach its destination, all the food is returned. In this case, the warehouse manager and storekeeper of the dispatching warehouse would fill in the Receipt Information section of the waybill and sign along with the driver when the food is returned.

    Second, sometimes the food reaches its destination, but all or part of the dispatch is returned immediately to the dispatching warehouse. The food may be damaged or there may not be sufficient storage space in the receiving warehouse.

    If food is returned by the original transporter, the person receiving and returning the food should:

    • Fill in the Receipt Information section of the waybill from the dispatching warehouse. Write in the Remarks section of the waybill the number of bags or containers being returned, their condition, and reasons for the return. A copy of this waybill is not returned to the original dispatching warehouse. See Routing the Waybill below.
    • Prepare a new waybill1 to document the dispatch of the food from the distribution site back to the dispatching warehouse. The new waybill should reference the original waybill number. The new waybill accompanies the transporter back to the original dispatching warehouse.
    • Keep both waybills on file for CARE food monitors or other persons to review.

    When food is returned to the original dispatching warehouse, the warehouse manager or storekeeper should:

    • Sign the receipt section of the receiver’s waybill or letter along with the transporter.
    • Attach the receiver’s new waybill or letter to the original waybill. The receiver’s waybill or letter becomes the support document for the return.

    Third, in some cases, food is not returned to the original dispatching warehouse until days or weeks after its delivery. Follow the same procedures as above. The original dispatching waybill will already have been returned by the transporter. The transporter must submit this waybill for payment. The receiver’s new waybill should be attached to the copy of the original dispatching waybill on file with the commodity accountant in the country or regional office.

Procedures for Receiving Food

  1. Unloading
  2. Food is unloaded from trucks or rail cars to loading docks or floors of warehouses and then placed in stacks. In some warehouses a truck may enter the warehouse and the food can be placed directly in stacks. Minimizing the number of times food is handled reduces handling charges as well as damages that occur when bags or containers are repeatedly moved and dropped.

    Temporary day laborers usually unload food from the truck to a warehouse. The warehouse storekeeper or a designate must be present to count the number of bags and containers coming off the truck and observe their condition. The transporter should also be present. The receiver and the transporter should reach agreement on the quantity and quality of the food unloaded. If they cannot agree, the transporter is required to note any differences in the Remarks section of the waybill.

    All damaged packages must be segregated, repackaged and inspected to determine if the food is fit for human consumption.

    The warehouse manager or storekeeper or his/her designate must insure that food is stacked properly.

  3. Counting
  4. Count bags or containers of food by type, either with a hand-held “clicker counter” or tally sheets, to keep a running total as food is unloaded.

  5. Damaged Packages
  6. Damaged packages are evidenced by:

    • Short-weight bags or containers
    • Leaking, broken or torn bags or containers
    • Wet, stained or moldy bags or containers
    • Rusted or bulging containers
    • Feces from rodents in bags or containers
    • Insect-infested bags or containers.

    Segregate damaged food and either:

    • Repackage
    • Fumigate infested food
    • Dispose of food declared to be unfit for human consumption.

Documenting the Receipt of Food

  1. Complete the Receiving Waybill
  2. Below are examples of some port transactions followed by sample filled out waybills.

    Example 1 -- Waybill # 850

    • 29 October -- 1,000 bags are dispatched from port warehouse to warehouse #1 via Waybill # 850.
    • 29 October -- The truck carrying Waybill #850 from the port warehouse arrives at warehouse #1. A total of 975 bags of food are unloaded, of which five bags are torn and leaking, and two are stained and appear to be unfit for human consumption.

    Example 2 -- Waybill #853

    • 31 October -- 1,000 bags are dispatched to warehouse #1 via Waybill#853.
    • 31 October -- The truck carrying Waybill #853 arrives at warehouse #1and unloads 1,010 bags, of which five are torn and leaking, three are moldy, and ten are underweight by five kilos each.

    Example 3 -- Waybill #854

    • 1 November -- 1,000 bags are dispatched from the port warehouse to warehouse #1 via Waybill #854.
    • 1 November -- The truck carrying Waybill #854 from the port warehouse arrives at Warehouse #1 and unloads 990 bags.


  3. Authorization of Receipts
  4. The Country Director of a CARE office or its counterpart must delegate the authority for acknowledging receipt of food to a warehouse manager or storekeeper. Country offices must keep up-dated records (with samples natures) of all CARE and counterpart staff who have authority to receive food.

  5. Documentation of Damages to Unfit Food
  6. To the extent possible, re bag food which arrives in damaged packages and/or segregate food which is suspected of being unfit at the time it is received. Include the information on the Remarks section of the waybill. If however a large quantity of bags or containers arrives damaged and the transporter cannot wait for the food to be placed in new packages, the warehouse manager, storekeeper or other person must fill out, by categories, the number of units damaged in the Quantity Received Damaged section of the Receipt Information section of the waybill.

    When the food is repackaged or declared unfit at a later date, complete a Loss and Adjustment Report, detailing the amount that was lost during repackaging and declared unfit. The Loss and Adjustment Report is used to make adjustments to balances recorded in the warehouse inventory ledgers and to support the extent of losses that are the responsibility of the transporter. Be certain to reference the waybill number on the Loss and Adjustment Report. This will be the basis for the claim against the transporter.

  7. Excess Receipts
  8. In some cases more food may be delivered than is listed on the waybill. When this occurs, add the excess amount onto the receiving waybill. In the example of transactions shown above, an excess of ten bags of wheat were delivered to the warehouse via Waybill # 853. However there was a shortage of ten bags on the next delivery made via Waybill # 854. It would appear that ten bags from Waybill #854 may have been erroneously put onto the truck carrying Waybill # 853.

    The warehouse manager or storekeeper should wait until all food has been delivered from a shipment to determine if the excess on one waybill cancels the shortage on another waybill.

  9. Documenting Receipt of Food Shipped on a Through Bill of Lading
  10. On a Through Bill of Lading, the independent discharge survey and customs clearance are conducted at a designated warehouse outside the port authority. See Port for more information about the additional documentation requirements for customs clearance and the independent discharge survey.

  11. Routing the Waybill
  12. A CARE waybill has an original and four copies. The warehouse manager or storekeeper at the dispatching warehouse completes the waybill and signs it along with the transporter. The original waybill is sent by the dispatching warehouse to the commodity accountant in the finance section of the CARE country, state or regional officeto record the dispatch in CARE’s financial ledgers.

    • Copies one, two and three of the waybill are then taken by the transporter to the receiving location.
    • Once the Receipt Information and Remarks sections of the waybill are filled out and signed by the receiver and transporter, copy one of the waybill is returned to the commodity accountant in the CARE
    • country, state or regional office, copy two is for the transporter and used for requesting payment, and copy three remains at the receiving location.
    • The fourth copy never leaves the dispatching warehouse. It is used to support entries recorded by warehouse managers or storekeepers in the dispatching warehouse’s inventory ledgers.

    Summary of Waybill Routing

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