Stock management

1. 3rd
party commercial team
Stocktaking Manual
Page 1 of 11
Stocktaking Manual
This document is written to ensure the success of the annual stocktaking exercise at Unilever
Vietnam’s 3rd
party sites. The topics covered in this document are:
(i) Objectives and scope of the annual stocktaking exercise at 3rd
party factories and
warehouses
(ii) What we should do before, during and after the excercises
(iii)The plan: timing, people and locations
(iv)Necessary contact information that the team may need
1. Objectives and scope of the excercise:
The objectives of an annual stocktaking excercise at Unilever Vietnam’s inventory sites is to:
(i) Assertain the Inventory (Finished Goods, Raw Materials, Packaging Materials,
Intermediates, Fuels, Utiltities) as assets value in the company Financial Statements
(ii) To get a “true and fair” view from the Independent Auditors about the company
assets management and valuation in terms of Financial Reporting. Remember that we
will do the stocktake under the observation of Independent Auditors.
(iii) To ensure company assets at external sites are properly managed and utilised in
generating company revenue.
The scope of this exercise is the whole Unilever Vietnam as company inventory locations, this
include all 3rd
party manufacturers’ factories and warehouses, the company owned factories and
warehouses (Thu Duc and Cu Chi), 3rd
parties’ Distribution Centres (Song Than, Da Nang and
Bac Ninh), The company stockists’ warehouses and suppliers (Van Loi, Duy Tan etc..) whereas
the inventory belong to the company accounting book.
However, in some 3rd
party manufacturers the inventory may also belong to their own accounting
books, Unilever’s inventory must be visibly segregrated and pre-counted to favourise and
faciliate the audit excercises.
2. What we should do before, during and after the excercise:
Before the stocktaking, please be ensured:
(i) Equip yourself with the following items:
a. A cap (as you are expected to doing some outdoor activities in Sunday morning)

2. 3rd
party commercial team
Stocktaking Manual
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b. A mask (although Unilever production sites is in highly safety condition, this is to
help yourself against dust and in some restricted areas such as anti-microbiotic
workshops in liquid or foods. The further instructions on personal protection
equipments shall be provided by your Team Leaders)
c. A personal calculator for simple calculation
d. A Notepad
e. A Pen
f. A bottle of drinking water to refresh yourself
Additional tools/utilties shall be provided by your Team Leaders
(ii) Dress code shall be casual working, the company badge shall be required to help
identifing yourself
(iii) Please be on time as for some 3rd
parties factories and warehouses you may need to be
travelling. Detail traveling plan and location shall be given in Part 3 of this document:
The plan: timing, people and locations
During the stocktaking:
(i) Stocktaking tasks assignment: when you arrived at the location in accordance
with the schedule, your Team Leaders shall provide you the ASSIGNED
Mask
Calculator
Notepad
Pen
Cap
Drinking water

3. 3rd
party commercial team
Stocktaking Manual
Page 3 of 11
STOCTAKING SHEET , listed with the range of items to count as per
his/her choice. Your tasks is to recorded the actual quantity of the stock into
that sheet within the timeframe/quality agreed with your team leaders.
(ii) Observation: company inventory are required to be arranged in good manner,
palletised and pre-counted to favourite and faciliate the actual audit. You
should lookup for:
The item code
The item description
The quantity that pre-counted by warehouse keepers.
These 3 information must be posted in the inventory batches:
(iii) How to count Finished Goods:

4. 3rd
party commercial team
Stocktaking Manual
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If you are assigned to count Finished Goods items please be awared that according to
Unilever standard, Finished Goods items must be fully palletised so you may count as
follows:
Number of Pallet x Number of Cases per Pallet = Number of palletised
Finished Goods Cases
Then:
Number of palletised Finished Goods Cases + Additional Cases = Total Finished Goods
Cases

5. 3rd
party commercial team
Stocktaking Manual
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Some of the items may be store in racks. So you may replace the pallets by racks to count:
(iv) How to count Raw Materials/Fuels Items:
Marterials (solid) items in Unilever are also required to be highly palletised so you may count as:
Number of Pallet x Number of Bags per Pallet = Number of palletised
Raw Materials Bags
Then:
Number of palletised Raw Materials Bags + Additional Bags = Total Raw Material
Bags

6. 3rd
party commercial team
Stocktaking Manual
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Convert the Bags into KGs or Tonnes (where required)
Some of liquid materials are stored in barrels and also palletised
Number of Pallet x Number of Barrels per Pallet = Number of palletised
Raw Materials Barrels
Then:
Number of palletised Raw Materials Barrels + Additional Barrels = Total Raw Material
Barrels
Convert the Barrels into Littres/ KGs or Tonnes (where required)

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party commercial team
Stocktaking Manual
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Some of liquid materials /fuels are stored in storage tanks and therefore not able to be
palletised. Your Team Leader shall instruct you on how to perform the measurement. For
example to measure a storage level of a tank below you may need to strike 3 times before
conclude the liquid storage level in the tank.

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party commercial team
Stocktaking Manual
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(v) How to count Packaging Materials:
If you are assigned to count Packaging Materials items please be awared that
according to Unilever standard, Packaging items must also be fully palletised and
there are many items of the same kinds (due to frequency of product innovation and
luching) so you need to count them separately although they are almost the same as
follows:
Number of Pallet x Number of Item per Pallet = Number of palletised
Packaging items
Then:
Number of palletised items + Additional items= Total Packaging Items
Convert the items into Roles/Thousands or Pieces (where required)
(vi) How to count Intermediates and other miscellanous items:
Strike 3
times

9. 3rd
party commercial team
Stocktaking Manual
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Your team leaders shall instruct and agree with you a method to conduct counting
Intermedates and other miscellanous items and how to convert it to the current
stock items where required.
(vii) Recording your stocktaking results
You are expected to record your results in the “COUNT” column belows
Column “REMARK” is where you can take your personal notes and observations
(viii) Completing your stocktaking results
Your “ASSIGNED STOCKTAKING SHEET” shall have some more additional
rows at the end for you to record the items that not in your list

10. 3rd
party commercial team
Stocktaking Manual
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Once you complete your “ASSIGNED STOCKTAKING LIST” please get all signatures of
those involved here.
(ix) After your stocktaking excercises:
Return all the “ASSIGNED STOCKTAKING SHEET” to your Team Leaders
Remember to get full signatures of the people involved
Record the item that not
in your list here
Get sufficient signatures
here

11. 3rd
party commercial team
Stocktaking Manual
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3. The plan, timing and locations
The plan, timing and departure/destination location for 3rd
party team are as follows:
SITES CYCLE ATTENDANCE DEPARTMENT
Team Leader
Contact
CYCLE
TIMING WHERE PICKUP
ICC NGUYEN AN NGOC LINH PLANNING 0908821185 26-Nov-06 Thu Duc 8.00 at Thu Duc -> ICC
TICO HA QUOC TRI WAREHOUSE 0908142944 26-Nov-06 Thu Duc 8.00 at Thu Duc -> TICO
VAN LOI TRAN QUOC KHANH WAREHOUSE 0913725147 26-Nov-06 Thu Duc 8.00 at Thu Duc -> VAN LOI
Huong Viet DANG THE VU FACTORY ACCOUNTING 0903924177 26-Nov-06 Thu Duc 8.00 at Thu Duc -> Huong Viet
NGUYEN THI THU HUONG PLANNING
PHAM QUANG HUNG 3PM
MELODY LI 3PM
NGUYEN HAI DUONG QA
DOAN THI THU GIANG Management Accounting
Net South LE VU BANG PLANNING 0908016897 26-Nov-06 Bien Hoa 8.00 at Thu Duc -> Net South
LE THI YEN ANH PLANNING
HOANG DINH KHA 3PM
NGUYEN THI THU HANG QA
PHAM THI THANH HUONG Management Accounting
Lix South BUI MAI THAO PLANNING 0908893905 26-Nov-06 Thu Duc 8.00 at Thu Duc -> Lix South
LUONG T MINH HOA PLANNING
CAO VAN DUC 3PM
NGUYEN THI ANH PHUONG QA
ONG THI THANH THAO Management Accounting
PANO DANG HUU TRI QA 0909509036 26-Nov-06
CICO HUYNH BA CUONG QA 0905118119 26-Nov-06
4. Contact information
For further information before, during and after you may need to contact your Team Leader
contact number as provide above. For some special cases you may contact the 3P Operation,
Safety and Clinic (although the environment is very safety at 3P sites):
Contact purposes: Name/email Mobile Phone
3P Operation Truong-Dinh.Nam@unilever.com 0913702898
Safety Quan-Hong.Duc@unilever.com 0903759514
Clinic Truong-Khanh.Hue@unilever.com 0907141448
GOOD LUCK !