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CHAPTER 18
Warehousing
The objective of the Warehousing guidelines is to ensure that each DRC Operation has a transparent and
accountable system of receiving, managing and dispatching goods and of recording the movement of goods.
18.1 Warehouse Systems
A DRC Operation may choose to use different templates or a more elaborate system based on well-
established procedures, requirements of donors and partners, or use computer-based stock management
systems and databases. In any case, a uniform system throughout each DRC Operation should be put in
place which enables the accurate monitoring and tracking of all stock movements.
The Country Director should ensure that a proper, uniform, well-documented system for receiving, storing
and issuing goods is in place.
18.1.1 General Considerations Regarding Storage
The following non-exhaustive list of options can be considered are alternatives to running an own
warehouse:
» Renting/lending space in shared warehouses. Sometimes, UN agencies, the Logistics Cluster or others
may run large warehouses where DRC can be allocated space. This may be a cheap and convenient
solution, but it is important to ensure that DRC goods are stored in a safe and appropriate manner, that
access to DRC goods are possible as necessary, that accountable records are being kept, and to clarify
who bears the risk in case of loss or damage.
» Direct distribution from suppliers to beneficiaries/distribution points. Goods may be delivered directly
from suppliers to the end-users either in bulk or in smaller batches. If this solution is chosen, any extra
costs carried by DRC to have goods delivered directly must be assessed and compared to the costs of
DRC warehousing, as well as any potential risks of losses and inconvenience/security risks for DRC and
beneficiaries. Agreements with suppliers must be very clear in terms of delivery, destinations and times
of delivery. Furthermore, DRC capacity to receive goods at destination must be in place. It should also
be ensured that quality control takes place by DRC staff at the destination and that proper records are
kept.
» Use of supplier’s or implementing partner’s storage facilities. When a supplier’s or implementing
partner’s warehouse is used for storage of DRC goods, a proper system must be in place which ensures
that goods are only issued when properly authorized. Insurance and accountability of DRC goods must
also be ensure by the supplier or partner. Furthermore, quality assurance must take place by more than
one DRC staff member to ensure that no sub-standard goods are issued by the supplier.
» Use of DRC office as warehouse. For smaller quantities of goods and for operations that rarely have
need for storage, using existing premises can be a viable option for shorter periods of time. Stock should
be received, issued and recorded as per DRC warehousing procedures.
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» Regardless of the alternative selected, proper handling and registration of DRC goods should be
ensured and documentation that enables the tracking of goods should be present.
In the case of a DRC warehouse being established, the primary factors to consider when selecting a new
warehouse are:
» Location: is it convenient to the area of operation, yet in a safe area? How is it placed in relation to main
transport routes and ports of entry, beneficiaries, suppliers, checkpoints, etc.
» Access: is it on or near a good road - is the road accessible all year? Can trucks easily and safely get
there and in/out of the gates?
» Security: (see below)
» Layout of the compound: is there room for trucks to come in/out, load, turn, park? Is there also enough
room for one or two cars to park?
» Size: Is it big enough for everything you might want to store?
» Infrastructure: is it solid and weather tight? Is the roof sound? Can you keep out birds/squirrels/rats?
» Facilities: is there (or at least potential to build) a lockable internal office? Water/toilets? Electricity?
» Price: how much has been allowed in the budget?
18.1.2 Specialist Storage Needs
Food, medicines (especially items requiring a cold chain), hazardous materials need special conditions
and handling, which also affect the choice of warehouse. They are therefore best not stored if it can be
avoided.
Food needs special care to avoid (and there should be regular and thorough checks for) rodent and insect
infestation. Food should always be stored on pallets. Regular checks need to be made for condition and
expiry dates. Never store food in the same place as potential contaminants such as soap, fuel, cement.
Medicines should only be stored under the supervision of a specialist (e.g. a pharmacist). Temperature
variations can be critical even for items which do not need refrigeration.
Fuel (including kerosene) is a hazardous material. Fire and explosions can be triggered by unsafe storage.
» Fuel should be stored in sealable containers, and in the case of petrol (which is the most highly
inflammable of the common fuels) in a metal container, preferably in a below-ground tank. Containers
should be kept as cool as possible and never placed in direct sunlight. Fire extinguishers appropriate for
oil fires (powder or foam) should be kept at hand.
» Fuel must never be stored (a) with food (in case of contamination) or (b) with other inflammable
materials.
» Kerosene, while more stable than diesel or petrol, is still an inflammable liquid and should be stored
away from heat sources, in sealed drums. Vapour from improperly stored kerosene is dangerous to
inhale and fatal in enclosed spaces.
» Containers of fuel should not be dropped or thrown about. (That includes not dropping plastic tanks of
diesel off the back of a pick-up, even onto a pile of tyres!)
» Transport of fuel is also hazardous and anything other a spare jerry can in or attached to the car is
subject to legal regulation internationally: basically (with a few agricultural exceptions) only licensed
haulers with specialist vehicles are permitted to transport fuel.
» Insurance must cover fuel storage, if fuel is to be stored.
High Value Goods need to be stored safely, if possible locked separately, and checked more often than
other types of goods.
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18.1.3 Safety
» Perimeter Fences/Walls and Gates: need to be high enough to deter intruders (minimum 2.5 m) and
preferably topped with barbed (or razor) wire. It is best if there are solid walls and gates so that passers-
by cannot see in. Gates should be kept shut at all times (especially during loading and unloading of
lorries) unless a vehicle or person is actually entering/leaving.
» Walls of the building: should be solid enough that people cannot easily break through them. (In many
emergency operations, Mobile Storage Units (MSUs) - tented warehouses such as Rubbhalls and
Wiikhalls - are the only option when storage capacity has to be provided quickly. All the other security
measures should then be strengthened, because these structures are not secure in themselves.)
» Doors: should be secure, locked with good quality padlocks and chains. If the doors hinge outwards, it is
preferable also to fit a hinged steel bar secured to the walls either side, which can then be locked with a
padlock across the doors.
Keys: If you are taking over a warehouse from someone else or from a landlord, change the locks, or add a
new additional padlock and chain. Landlords are never allowed to retain a set of keys. Only one person
should hold/have access to the key! A spare can be kept in the custody of a senior officer (e.g. Country
Director) in a sealed envelope in a locked place, and preferably a safe. If the Warehouse Manager has to
delegate opening the doors to anyone else, the handing over (with time and date) should be signed for by
both parties in a keybook or the warehouse logbook/ledger.
1
Padlocks are never to be left in the open
position when not in use during the opening of the warehouse.
» Lighting: if possible, have outside lighting at night. This may require a generator to be provided.
» Guards: needed at night, maybe also by day. Guards can be hired from an agency or directly hired, in
which case it is essential to take up references (and perhaps makes a police check/clearance). It may be
better not to take the guard supplied/ recommended by the landlord. Discourage them from having
visitors. Make sure they have a mobile telephone - or a radio where these are used - (and a means to
charge it as necessary), a torch and a whistle to attract attention. They should be briefed as to what to
do and who to call in case of emergency. Guards are not allowed to be armed unless special authority
has been given by DRC HQ.
» Dogs: can be helpful if they make a noise. They are better tied up (in the shade) by day so they do not
get run over, and must be properly cared for.
» Area: Depending on local circumstances it may be better to be in a busy area and to display boldly DRC
stickers, so that local people know we are there and can also see easily who is coming in and going out.
In other cases, it may be preferable to be more discreet but everyone will know sooner or later that we
are there and what it is in stock.
» Landlord: sometimes the wrong choice of landlord could cause his premises/DRC stocks to be attacked.
» See Annex 18.A Warehouse Assessment Checklist and Annex 4.D Standard Lease Agreement.
18.1.4 Safe Working Practices
It is recognized that the safety of normal working practices in many countries is not to the standards of more
developed countries. Nonetheless, it is important to safeguard the workers in any DRC-operated facility.
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In the case of shared warehouses, the minimum possible number of people should be allowed to have access to the
keys and it should be known at all times who has access to the keys.
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Warehouse workers, including especially day labourers, should be encouraged to wear closed shoes (not
flip-flops).
» Gloves should be provided for handling sharp items, such as metal roof sheets.
» Masks should be provided when working with commodities which produce fine dust, such as bags of
cement.
» Training in warehouse procedures should include demonstrating methods of lifting and carrying heavy
items, as well as the need to take care both of the stored items and the people handling them.
» Waterproof capes (and even rubber boots) may have to be provided if loading and unloading is to be
carried out in heavy rain during an emergency.
» A first aid kit should be readily available and kept provisioned.
18.2 Maintaining a Warehouse
18.2.1 Routine Maintenance
Daily checks/activities should be carried out in stores that are opened every day, if not these should be
carried out every time the store is opened and before other activities begin.
These are the things to check:
» Is the store Clean and Tidy: flat surfaces - tops of stacks, shelves, etc. - should be dusted before the
floor is swept
» Have any stacks slipped?
» Paperwork should be checked to make sure all is up to date, especially if loading/unloading had gone on
late at night on the day before
» Stock Levels may need to be monitored and reported in cases where the supplies are not all coming at
once.
A dirty warehouse is an invitation to rodents and insects and is a symptom of a badly managed warehouse.
Loose packaging, ropes, nails etc., lying on the floor is hazardous. No eating, drinking or smoking should be
allowed inside the warehouse.
Weekly checks/activities should be carried out whether the store has previously been opened during the
week or not. If it is has not been opened all week, then the ‘daily checks’ above should be carried out first.
Then:
» Quality of stock: has anything broken/deteriorated (including the packaging) especially from heat/damp?
» Rodents / Insect infestation damage (look at the bottoms of cardboard boxes, watch out for droppings)
» Environmental damage, including broken light bulbs/strips, damage to windows, etc.
» Test the generator, as applicable.
Periodic checks/activities include:
» Stock Check (monthly)
» Physical Stock Count: at least quarterly when every item should be counted; at least every six months
this should be done in the presence of a Senior Officer who should sign off on it.
» Stock Rotation: ensure that the oldest stock or the stock closest to expiry is accessible and will be picked
first (FIFO –First In First OUT and FEFO – First Expiry First Out principles). Always record expiry dates
on stock and bin cards and inform stock owners (programmes) immediately of any stock close to expiry
date.
» Random stock checks should be initiated by the Country Director in order to deter internal theft.
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» A monthly vermin eradication programme should be in place to ensure a pest-free warehouse.
At any stage, break-ins/losses, water penetration (leaks) or insect/rodent infestation should be reported
immediately to the Stores Officer for further investigation/action, and to the Country Director for information.
Warehouse should be maintained in good clean order. Regular and random stock checks should be
performed. Physical stock count in the presence of a Senior Officer should take place at least every 6
months.
» See Annex 18.D Stock Checklists
18.2.2 Layout and Space Allocation
Planning the layout of the warehouse should be done in advance of goods arriving and should take into
account the dates and quantities/composition of future deliveries and the rate at which the items will
subsequently be issued. This information should be provided by the Logistics Unit/Manager. Ideally copies
of Purchase Orders, or at least the specifications of the items being procured, should be made available to
staff responsible for the warehouse; this will also allow checks to be made when consignments are delivered
to the warehouse.
» Allocate space for each consignment.
» Allow a one-metre space around stacks and between stacks, walls, pillars, beams or other obstructions.
» Provide enough space to permit easy access to each stack for loading and offloading.
» Store fast moving items nearer the doors.
» Heavy and difficult items (e.g. tin sheets) can also be stored near the doors to minimise handling.
18.2.3 Stacking
Stability:
» Never stack against walls, pipes, or supports; stacks place unacceptable stress on them, are difficult to
access and could be exposed to dampness. Especially do not store fabric (e.g. tents, blankets) against
outside walls, where they may rot from exposure to moisture from leaks or condensation. In addition,
stacking against the walls of MSUs would allow someone to cut or lift the fabric and remove items from
the back of the stocks where the loss would not be immediately apparent.
» “Bond” stacks of rectangular bags or boxes by orienting alternate layers in different directions to prevent
the stack from falling over. See Annex 18.B Examples of Stacking Methods
Stack height:
» Limit to maximum 3m for ease of access and to prevent pressure damage to packaging or contents.
Note that packaging material such as cardboard may significantly loose strength when expose to
moisture.
» Corrugated sheets should not be stacked higher than 1m or the weight may cause the corrugations to
flatten.
Damaged goods:
» Stack (and record) damaged goods separately; repair or recondition (repack) if possible and issue first if
they are usable.
» Do not stack different types of damaged goods together.
Open areas:
» In open areas, keep stacks far from the perimeter fence
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Good practices:
» Use of pallets to allow air circulation wherever possible and always for food.
» Never throw goods!
18.2.4 Dead Stock
Dead stock is stock that stays in a warehouse for a long time after the programmes for which it was bought
are finished. It should be managed quickly because it:
» takes up valuable storage space
» has to be cleaned, cared for and accounted for
Options for handling dead stock are:
» transfer to other programmes/operations (in agreement with stock owner, i.e. donor)
» local donations (in agreement with stock owner, i.e. donor)
» in rare cases sale of dead stock is possible, but needs written approval from the donor
The Country Director should be informed of any dead stock and devise a plan for the clearance of it in
accordance with donor requirements.
18.2.5 Damaged Stock
Damaged stock should be removed from other stock as soon as the damage is noticed. Check if the goods
can be partially or wholly salvaged by reconditioning/repackaging. Keep extra bags, boxes, string, etc. in the
warehouse for reconditioning.
A Loss/Shortage/Damage Report should be completed for all damaged stock, with as much detail as
possible.
» See Annex 18.C Loss/Shortage/Damage Report.
Always ask WHY there are damaged goods – how did they get damaged? Lessons can be learned for
future handling or stacking of similar items. If the damage seems to be because of weakness or deficiencies
in the items themselves, report this so that the procurement staff can be advised.
If goods are damaged beyond recovery, they will need to be destroyed and a Disposal Certificate filled out,
as discussed below.
All damaged goods must be recorded.
18.2.6 Destruction/Disposal of Goods
Destruction is only used as a last resort for goods that are damaged, expired or otherwise wholly unfit for
use.
The “owner” of the stocks (the Programme Manager whose budget paid for them) should always be
consulted first. However the writing off of damaged stocks by whatever means including destruction may
also require donor permission and/or monitoring by them. Sometimes local health authorities need to
oversee and approve destruction of food and/or medicines.
Stocks destined for destruction should be issued on a Release Order – stating in the Remarks: “For
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Destruction”. A Disposal Certificate is issued and the destruction is witnessed and conducted according to
any legal requirements and under sound safety measures. Adjust the stock levels afterwards (i.e. update the
Warehouse Register Book and reduce the total on the Bin Card and Stock Card/Report).
» See Annex 18.M Disposal Certificate.
Any destruction of stock needs to be approved in writing by the Country Director, stating the reasons for the
destruction.
18.2.7 Adjustment of Stock
Stock adjustment is the recording of change in stock levels for other reasons that the authorized dispatch of
stock.
Adjustment of stock may be necessary for several reasons:
» A discrepancy between physical stock count and stock/bin cards
» Damaged goods
» Expired goods
» Theft and break-ins
» Errors in record-keeping
Adjustment of stock in must be accompanied by a Loss/Shortage/Damage Report, which should be
approved and filed.
Ensure that any adjustment of stock is duly recorded in a Loss/Shortage/Damage Report and that the
documentation (Stock and Bin Cards, Stock Report) is updated accordingly.
Any stock adjustments needed based on stock checks or counts should have been recorded in a
Loss/Shortage/Damage Report and approved by an authorized senior officer.
Use the opportunity of stock adjustments to review warehousing procedures: in case of errors improve
record-keeping, in case of theft enhance security and access control, in case of expired goods review
FIFO/FEFO procedures, in case of damaged goods review storage and handling procedures.
» See Annex 18.C Loss Shortage Damage Report.
18.3 Stock Control
18.3.1 Levels of Stock Control
Stock Control is the key aspect of warehouse management. Stock is controlled at three levels:
1 Counting and recording goods going in and out
2 Frequent internal stock checks/inspections
3 Regular, complete, physical stocktaking
Documentation
All documents MUST carry the OR (Order Request) number (Annex 16.F Order Request). This enables
the items to be tracked back to the project, donor/ Programme (to check that the Release Order is valid, in
case of need for disposal, etc.) and to the PO and the supplier (in case of complaint).
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When there is more than one item listed on the OR, it is useful to distinguish between them by using (a), (b),
(c), etc. after the OR number, so that each item has a unique reference. Examples could be different sizes
of wood, or various hardware items (e.g. nails of different sizes ad door furniture items), each item bearing
the same OR number but being distinguished by the suffix (a), (b), (c), etc.
All documents refer to ‘Units’, this is the smallest unit managed. For example the unit used for of soap would
be 1 bar (then also defined by weight, e.g. 200m or 250 gm), for grain it would be 1 kg, for blankets 1
blanket. The ‘Packaging’ could then be a box of 96 bars of soap or a 50 kg bag or grain or a bale of 30
blankets. It is essential to avoid mixing Units and Packaging in all documentation and counts.
The documents in common use and to be completed by the Warehouse Manager are:
» Bin cards – Annex 18.F to be kept physically on each stack. Enter both the Item (e.g. Plastic sheets)
quick reference and a brief Description (e.g. 5m x 4m)
» Stock Cards – Annex 18.G kept in a file (either at the warehouse or in the office)
» Stock Report – Annex 18.I to be submitted regularly, to the Logistics Manager and stock owners if
requested
» Goods Received Notes (GRN) – Annex 18.E, one copy filed with Logistics and one with Finance
Department (required for paying the suppliers’ invoice).
» Goods Issued Voucher – Annex 18.J to be issued by the Warehouse Manager based on one (whole or
partial) or by combining several Release Orders. This document can be omitted in very small logistics
operations, where Release Orders are directly used for issuing Waybills.
» Waybills - Annex 18.H to be completed, certified and signed by both the warehousekeeper and the
vehicle driver (or other person receiving the issued items) for issues from stores: this is an internationally
recognized legal document. 4 copies must be issued of each waybill: 1 for warehouse, 1 for the
office/Logistics Unit (which can be shared with the supplier if necessary), 1 for the driver, and 1 which
should also be carried by the driver and then returned to the warehouse once signed by the consignee
(recipient). Supplier waybills should similarly be signed on the receipt of goods and a copy retained upon
reception of goods. These can, ideally, be pre-printed (and numbered) on special pressure-sensitive
(e.g. ‘hollerith’) paper to avoid having to use using carbon paper.
» Warehouse Register Book – Annex 18.L to be updated for all stock movement, duly noting the numbers
of either the GRN or GIV, PO and RO number, as well as any supplier/transporter document numbers for
easy reference.
All documents should be uniquely serially numbered to avoid any tampering and for ease of cross
referencing. Cancelled forms should be clearly crossed through and filed with all others in numerical order.
Filing of documents when receiving goods:
» File the supplier delivery note, waybill and any other supporting documentation with the GRN. Issue
copies of the GRN transporter and to Finance Department.
Filing of documents when issuing goods:
» File the Release Order and Goods Issue Voucher with the Waybill. Issue copy of GIV for consignee and
2 copies of waybill to transporter. Add the countersigned waybill from consignee to the file when it is
returned.
All documents must carry the Order Request number and be uniquely and serially numbered.
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18.3.2 Receiving Goods
» Advance notice should be received from the Logistics Unit, procurement person/section or other office.
This should include the specification (and samples if available) of the items to be received as well as the
likely delivery date/time.
» Allocate space (when will the stored items need to be released?).
» Engage labourers and advise them on stacking (where/how).
» The delivery of goods is supported by documents (Delivery Note or invoice copy and/or waybill) and
match the sample if provided.
» The reception procedure should guarantee that the quantity and quality of goods supplied conforms to
the documents and the norms.
» Check the goods for correct quality or against a sample if applicable in cooperation with Programme
staff. For specialist items it is preferable to have a technical expert present to check the goods.
» Count the items in.
» A Goods Receiving Note (GRN), annex 18.E Goods Received Note, is issued to document the reception
and the supplier copy of waybill is signed.
» In case of any anomaly during the reception process, the direct supervisor must be informed and his/her
advice requested. Never sign for more/different goods according to waybill than actually received!
» By signing the supplier waybill/delivery note it is confirmed that either:
o The delivery is in conformity with the documents, in which case the delivery note/waybill is signed
and given it back to the transporter. A copy is filed at his level.
o There is some discrepancy, in which case the quantity effectively received, or any other comment
on the goods, should be indicated on the delivery note and a Loss / Shortage / Damage Report
must be issued. The transporter must countercheck it. Inform supervisor. Never sign for a different
quality or quantity of goods from that actually received. In case of rejection of the delivery, a file
with relevant documentation should be compiled (with photos, samples, reports, etc.).
o If in doubt refer back to the Logistics Unit, procurement person, programme manager or other
senior staff
» Note the stock movement in the Warehouse Register Book.
» Install Bin Card, issue/update Stock Card.
» File the supplier delivery note, waybill and any other supporting documentation with the GRN.
» Inform stock owner of the goods received.
It is good practice that different deliveries, even of the same item - unless one large consignment from the
same supplier contains more than one truck load which are delivered on the same or consecutive days - be
stacked separately and have a separate bin card. This is especially important where one OR is split
between different suppliers.
All received goods must be duly recorded. Persons receiving goods must be authorized to do so by filling in
the form Annex 12.E - Internal Delegation of Responsibility and Authority.
18.3.3 Issueing Goods
» Receive Release Order (RO - Annex 18.K) and check it is properly completed: NOTHING should ever
leave the stores without a Release Order. A Release Order is addressed by the ‘owner’ of the items or
another authorized person to the stores. The warehouse should be provided with a list of the people
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authorized to sign an RO, and samples of their signatures; the ‘authorized’ people may vary between
different items. Release Orders should be uniquely and serially numbered2.
» Issue a Goods Issued Voucher (GIV – Annex 18.J) on the entire or part of the Release Order, or
combining several Release Orders. A copy of the GIV should be sent with the consignment to
consignee. It should be signed by the driver, or by the consignee if picking the goods up in person.
» Engage labourers and coordinate with the Logistics Unit/Transport person on the provision of an
appropriate number/size of trucks.
» Plan loading of truck: if multiple drop off points, load the items going furthest first, at the front of the truck.
Otherwise load the heaviest items at the bottom, towards the front and centrally, lighter items can then
be added on top, at the sides and at the rear. Any overhanging items (e.g. long steel reinforcing rods)
must have a warning ‘flag’ attached.
» Never overload a truck, in terms of the weight or the height of the load, and reduce the all-up weight
below the usual level if the roads are bad.
» If the consignment takes up several trucks, a separate waybill must be issued for each truck, which also
serves as a ‘packing list’ for the truck.
» Count the items out and always also ask the driver to count, since he has to sign the waybill
» Issue Waybill in 4 copies: keep 1 copy at the warehouse, give driver 3 copies of which one is for the
driver to keep (or return to the Transport staff in the case of DRC’s own trucks being used), and 1 will be
returned to you receipted by the person receiving the items (recipient/consignee), the fourth is for the
recipient/consignee.
» Instruct the driver as necessary as to the exact delivery point(s), the order of the deliveries if more than
one place is to be served, any specific route to be followed, etc.
» If goods for more than one recipient are sent in one shipment/truck, separate Waybills need to be issued
for each consignment. In case of direct pick-up by consignee, waybills may be omitted and only the GIV
may be used.
» If the truck is sealed, note the seal number on the waybill, which should be verified upon reception.
» Inform the recipient/consignee on the expected delivery time and place.
» Note the stock movement in the Warehouse Register Book.
» Adjust Bin Card and Stock Cards, noting the RO and GIV number.
» Inform stock owner of the issue and expected delivery time.
» File the Release Order and Goods Issue Voucher with the Waybill. Add the countersigned Waybill from
consignee to the file when it is returned.
Goods issued must be duly authorized and recorded. NOTHING should ever leave the stores without a
Release Order.
18.3.4 Stock Reporting
Regular consolidated stock reports should be sent to programmes and management as often as necessary.
Depending on the need, stock reports can be compiled weekly or monthly.
Results of stock checks should be reported to the RR/CD, as well as any irregularities and unaccounted
goods.
Goods with expiry dates should be monitored and stock owners informed in due time if goods are near expiry
dates.
2
In case of emergency stock release, goods can extraordinarily be issued by an authorised person by other means than
a Release Order, but a Release Order must be completed, authorised and filed retroactively with a note for file on the
emergency release of stocks.
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» See Annex 18.I Stock Report
Regular Stock Reports must be issued to responsible manager and stock owners (if requested).
