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Warehouse Procedure

Purpose - to deicide the operation procedure & guidelines for smooth operation.


Warehouse receives goods from the port / factory / warehouse in container / truck in the form of

Warehouse Hygiene

To maintain the warehouse hygiene following thing should be ensured and checked regularly
without any failure.

• To mop the warehouse everyday in the morning

• Fly catchers to be installed
• To check for pest / insects if any and take immediate measure
• Pest control to be done on monthly basis
• Cob webs to be cleaned regularly.
• Spitting & smoking not to be allowed inside the warehouse.
• Damage stocks to be stored in the designated area and destroyed as per guideline.

Vehicle Reporting at Warehouse.

On arrival of vehicle at warehouse, vehicle should reports to the warehouse supervisor.

Warehouse supervisor should note down the following details:

• Vehicle Reporting Date

• Vehicle Reporting Time
• Supplier Name
• Supplier Invoice No.
• Supplier Invoice Date
• Transporter Name
• LR No.
• Vehicle No.
• No. of cases/variant/sku

After capturing the entire information vehicle is directed to Material Inward Gate.
Vehicle Reporting at Material Inward Gate

At material inward gate, vehicle driver should hand over shipping document to warehouse
supervisor. Warehouse supervisor should check availability of following documents:
• Supplier Invoice
• Bill of Entry (for imported Goods)
• Check post detention notice / Octroi Notice (if applicable)
• LR Copy
• P.O Copy
• Packing List
• Road Permit (if applicable)
• Octroi Document (if applicable)

If all required shipping documents are available, warehouse supervisor should prepare .inward
Gate Pass from WMS (Warehouse Management System).

If driver does not have the Supplier Invoice/ Bill of Entry/LR/ Road permit. Warehouse
supervisor should inform to warehouse manager and hold the vehicle till further instructions.

Unloading Guidelines

At material inward gate, warehouse supervisor should follow the following unloading guidelines.

• If improper stacking of cases is observed inside the vehicle, photographs of the same
shall be taken before unloading & informed to the supplier.
• No movement should be allowed on the cases during unloading.
• Each case should be counted and matched with Invoice qty.
• Case unloading should be done directly on the pallets and each pallet should have one
sku / one variant.
• Damaged stock should be stored on pallet at designated place.
• Acknowledgement should be given to truck driver with stamp on LR. Following
information should be mention on the LR.
1) No of Sku/ packs/cases received.
2) No. of damaged cases/ packs received (If any)
3) No of cases/packs short received (If any)
4) Goods Receipt Date.
5) Goods Receipt Time.
6) Receiver’s Signature.
If any shortage / damage found, the qualification on LR should be signed by the driver.

Once above acknowledgement is given in LR, vehicle is free to move out of warehouse premises.

Goods Receipt Note (GRN) / Material Inward Note ( Μ Ι Ν )

On the basis of acknowledgement / unloading receipt /Inward gate pass, GRN/MIN should be
prepared in the system (before entering in the system Inward operation person verifies sku codes
& sku description given in the invoice with the sku master defined in WMS).Following
information should be captured in GRN/MIN
• Dispatch qty cases/ Packs (SKU wise)
• No of cases/packs (sku wise) received.
• No. of damaged cases/ packs received (If any)
• No of cases/packs short received (If any)
• No of cases/packs puffed and leaks (If any)
• Batch no/lot no
• Date of expiry.


Following conditions of cases / packs should be treated as damages:

• Cases are received in a torn condition.

• Any pack is leaking because of which carton is received in wet condition.
• Cases/ packs are found in wet condition during rainy season or because of any other
• Carton / cases deshaped by dropping /falling.


Following conditions should be treated as shortages:

• When the number of cases/ packs physically received is less than the number of
cartons mentioned on the Supplier Invoice.
• Case is open & few / all packs in it are missing.

Excess Receipts

If the numbers of cases /packs received are in excess than the quantity mentioned
on the invoice then it should be communicated to supplier.

Excess qty should be mentioned in the GRN/MIN.

Repacking of Damaged Cases (If any)

KDD should arrange for empty cartons which would be used for repacking purpose.

Once damaged cartons are repacked in new cartons; they are to be moved from quarantine to
normal stock storage location with corresponding entries in WMS.

Inventory Management

• All GRN/MIN should be posted in the system.

• Stock should be maintained Sku / case/Variant wise/ expiry date wise.
• No dispatch should be done without proper sales order / stock transfer note /purchase
order. Sales order should have the following Information.

1) SKU codes & Description

2) Sku wise qty details.
3) Consignee name & address
4) Consignee VAT / CST No.

If all the above details are available, warehouse supervisor should check for
requirement of Road Permit, taking into consideration location of the

• Following report should be sent to Mumbai office on daily basis

1) Closing Stock SKU /case/ variant wise / expiry date wise.
2) Goods receipt details
3) Dispatch detail Location / Sku /case/Variant wise.

• FEFO (First Expiry First Out) should be maintained.

• Warehouse Manager should ensure that before closing the warehouse all GRN/MIN and
dispatched note should be posted in the WMS daily basis.

Generation Of Pick list

On the basis of sales order / stock transfer note /purchase order, warehouse supervisor should
review the stock and generate the pick list.

Once pick list is generated, warehouse supervisor should inform MLL/nominated transporter
about availability of load.

Item should be picked as per the pick list. Once all items are picked, they are moved to a staking
area where pick confirmation is done by comparing picked items with sales order / stock transfer
note /purchase order


MLL should arrange the transport as per the guidelines provided by KDD.
Transportation should be done by two ways
• Full load
• Part load

Full Load

These are the guidelines for the loading of full load consignment

• Full load consignment should be done in the full body (covered with tarpaulins)/ covered
body truck only.
• Movement in half body truck is not allowed.
• In rainy season movement should be done in covered body truck and if covered body
truck availability is not there then movement can be done in tarpaulin covered full body
• No transshipment of product is allowed.

Part Load

These are the guidelines for the loading of part load consignment.

• Part load consignment should only be clubbed with Food Item.

• Part load consignment should be done in the full body (covered with tarpaulins)/ covered
body truck only.
• No movement and stacking should happen on the cases
• No transshipment of product is allowed.

Arrival of vehicle at warehouse for Loading

• Driver of vehicle should report to warehouse supervisor.

Warehouse supervisor at outward gate should note down vehicle reporting time
• Warehouse supervisor should check the dispatch schedule and calls the vehicle at loading
• Warehouse supervisor should loads goods from staging area into vehicle with the help of
loading sheet.
• The truck driver should be present at the time of loading of vehicle.
• Once vehicle is fully loaded, a dispatch detail should be printed.
• Vehicle driver’s signature should be obtained on dispatch sheet.

Loading Guide Lines

Warehouse supervisor should follow the following guidelines.

• Only Full body truck / Covered body truck should be loaded. Half body truck is not
allowed for movement.
• Truck floor and inside body should be as per the KDD hygiene norms.
• Truck should have at least 3 tarpaulins (One for floor and 2 for top).
• Tarpaulins should be fixed before the loading.
• Truck floor should be even without any hole.
• Tarpaulins should not have hole or should not be worn out.
• Truck floor should not be wet.
• Stacking height should not be more then 5 cases for 1 liter pack and for 200 ml pack
stacking height should not be more then 8 cases.
• During loading any movement on cases is not allowed.
• Stacking should be done properly and no space should be left for the case movement
• Warehouse supervisor should check the vehicle properly before loading and ensure that
there is no possibility of water seepage and in transit damage due to improper stacking.

Dispatch Documents

Warehouse supervisor should ensure the following documents are handed over to truck driver.
Truck should not leave warehouse without these documents.

• Invoice
• LR Copy
• S.O/S.T / P.O Copy
• Loading Plan.
• Road Permit (if applicable)
• Octroi Document (if applicable)