Jaskaranbir Aujla 13dm082

~ 1 ~
SUMMER INTERNSHIP PROJECT
ON
Identifying critical roles in
SCS & Freight divisions and
Preparing SOPs for the same
AT
“Transport corporation of India”
SUBMITTED BY:
JASKARANBIR SINGH AUJLA
13DM082
PGDM (OPERATIONS)

~ 2 ~
INDEX
SUMMER PROJECT CERTIFICATE…………………………………………………4
ACKNOWLEDGEMENT………………………………………………………………..5
LETTER OF TRANSMITTAL………………………………………………………….6
LETTER OF AUTHORIZATION……………………………………………………….7
EXECUTIVE SUMMARY……………………………………………………………….8
1. INTRODUCTION
1.1 Background…………………………………………………………………………….9
1.2 About the company…………………………………………………………………..9-10
2. PROBLEM DEFINITION……………………………………………………………11
3. METHODOLOGY ADOPTED………………………………………………………11
3.1 METHODOLOGY AT SCS (SUPPLY CHAIN SOLUTIONS) DIVISION…………11
3.2 METHODOLOGY AT FREIGHT DIVISION………………………………………..11
4. RESULTS & CONCLUSION………………………………………………………....12
4.1 TCI SCS DIVISION………………………………………………………………….12
4.1.1WAREHOUSE…………………………………………………………………….12
4.1.2 INBOUND PROCESS…………………………………………………………….15
4.1.3 TEAM LEADER ACTIVITIES…………………………………………………...18
4.1.4 OUTBOUND PROCESS………………………………………………………….24
4.1.5 DESPATCH TEAM LEADER---ACTIVITIES…………………………………..28
4.1.6 INVENTORY TEAM LEADER—ROLES & RESPONSIBILITIES…………….41
4.1.7 INVENTORY TEAM LEADER—ACTIVITIES…………………………………42
4.1.8 WAREHOUSE PICKER…………………………………………………………..47

~ 3 ~
4.2 TCI FREIGHT DIVISION…………………………………………………………...57
4.2.1 BOOKING SUPERVISOR……………………………………………………….57
4.2.2 DELIVERY SUPERVISOR………………………………………………………66
4.2.3 BRANCH HEAD………………………………………………………………….73
4.2.4 CSH: Customer Service Hostess…………………………………………………73
5. LIMITATION…………………………………………………………………………..77
6. RECOMMENDATIONS……………………………………………………………….77
7. APPENDIX……..……………………………………………………………………78-105

~ 4 ~
Birla Institute of Management Technology
Summer Project Certificate
This is to certify that Mr. JASKARANBIR SINGH AUJLA , Roll No. 13DM082 , a
student of Post Graduate Diploma in Management in PGDM (Operations) has worked on
Summer Project titled “Identify critical roles in SCS & Freight divisions of TCI and
preparing SOPs for the same” at “Transport corporation of India” after trimester III in
partial fulfilment of the requirement for the programme. This is his original work to the best
of my knowledge.
Date: Signature
Seal: (Faculty Guide)

~ 5 ~
ACKNOWLEDGEMENT
I would like to gratefully acknowledge the contribution of all the people who took active part
and provided valuable support to me during the course of this project. To begin with, I would
like to offer my sincere thanks to “Mr. Rahul Dubey, General Manager”, for giving me the
opportunity to do my summer training at “Transport Corporation of India, Gurgaon”.
‘Without his guidance, support and valuable suggestions during the research, the project
would not have been accomplished.
I also sincerely thank “Prof. K.R.Chari”, my faculty mentor at BIMTECH, who provided
valuable suggestions, shared his/her rich corporate experience, and helped me script the exact
requisites.
Last, but not least, I would like to thank all support function team for sharing their experience
and giving their valuable time to me during the course of my project.

~ 6 ~
Letter of Transmittal
Date: 24. 06. 2014
Mr. Rahul Dubey,
Transport Corporation of India,
Gurgaon.
Dear Sir,
Re: Summer Project Report
Attached herewith is a copy of my summer-project report “Identifying critical roles in SCS
& Freight divisions of TCI and preparing SOPs for the same” which I am submitting in
order to mark the completion of a 7-week summer project at your organization. This report
was prepared by me using the best of practices and summarizes the work performed on the
project and is being submitted in partial fulfilment of the requirements for award of diploma.
I would like to mention that the overall experience with the organization was very good, and
helped me to know how work is carried out in real practice with the help of your esteemed
organization. I feel honoured that I got an opportunity to work with Transport Corporation of
India, a company of great repute.
I hope I did justice to the project and added some value to the organization.
Suggestions/comments would be appreciated.
Yours truly,
Jaskaranbir Singh Aujla,
PGDM (Operations)

~ 7 ~
Letter of Authorization
I, Jaskaranbir Singh Aujla, a student of Birla Institute of Management Technology
(BIMTECH), hereby declare that I have worked on a project titled “Identifying critical roles
in SCS & Freight divisions of TCI and preparing SOPs for the same” during my summer
internship at Transport corporation of India Ltd., in partial fulfilment of the requirement for
the Post Graduate Diploma in Management program.
I guarantee/underwrite my research work to be authentic and original to the best of
my knowledge in all respects of the process carried out during the project tenure.
My learning experience at Transport Corporation of India Ltd, under the guidance of
Mr.Rahul Dubey and Prof. K.R.Chari has been truly enriching.
Date: June 24, 2014
______________
(Jaskaranbir Singh Aujla)

~ 8 ~
EXECUTIVE SUMMARY
This report suggests four critical roles in SCS (Supply Chain Solutions) division of TCI
which are warehouse picker, receipt team leader, dispatch team leader and inventory team
leader. It also suggests three critical roles in Freight division of TCI as Supervisor (Booking
& Delivery), Branch Head & CSH (Customer Service Hostess).
As required by the company, we had visited three branches of TCI SCS at Dharuhera,
Hasangarh & Bilaspur. We also visited three branches of FREIGHT at Noida, Faridabad &
Rambagh. The aim of the visits was to analyze the processing of the units and identify the
critical roles and prepare SOPs of the same.
NSDC (National Skill Development Corporation) is a Govt. of India body mandated to give,
among other things, supplementary skill development in various sectors and fulfill the
growing need in India for skilled manpower across sectors and narrow the existing gap
between the demand and supply of skills. It has identified ‘Logistics’ as one of the sectors
which needs skilling. TCI will work with NSDC in a PPP (Public Private Partnership) with
NSDC.
In order to develop a training material for skilling, TCI required us to prepare SOPs of its two
divisions namely SCS & FREIGHT and identify critical roles which can be included in the
skilling program and with a view to use these SOPs as a base material in the content design.
The critical roles were identified on the basis of their importance in the process as well as
their viability in the skill development program. The processes were observed at the shop
floor in the respective branches of both the divisions and interactions were done with the
employees performing several tasks at every level in every branch. Observation sheet and
performance sheet were used to note down the critical observations and special inputs in the
performance.

~ 9 ~
1. INTRODUCTION
1.1 Background
Govt of India, in the budget of 2008-09, announced the formation of National Skill
Development Corporation (NSDC) for skill development in various sectors as its stated
objective is “To contribute significantly (about 30 per cent) to the overall target of skilling/up
skilling 500 million people in India by 2022, mainly by fostering private sector initiatives in
skill development programmes and providing funding.”
NSDC has identified several sectors for this, and ‘Logistics’ is one of those. TCI, being the
largest logistics company in India, is working with NSDC on a PPP model by creating an
institution to facilitate skill development.
1.2 About the company
Transport Corporation of India is India's leading integrated supply chain and logistics
solutions provider and a pioneer in the sphere of cargo transportation in India. Leveraging on
its extensive infrastructure, strong foundation and skilled manpower, TCI offers seamless
multimodal transportation solutions. An ISO 9001:2008 certified company, TCIL is listed
with premier stock exchanges like NSE and BSE.
The company progressed from being a "One Man, One Truck, One Office" set up to
becoming India's leading Logistics & Supply Chain Solutions provider with a Global
presence. Today, TCI moves 2.5% of India's GDP by value and is the proclaimed market
leader of the Indian Logistics Industry.
TCI Group has an extensive network of over 1000+ company owned offices, a huge fleet of
customized vehicles and managed warehouse space of 10 million sq. ft. and a strong work
force of 5000+. With its customer-centric approach, world class resources, State-of-Art
technology and professional management, the group follows strong corporate governance
principles and is committed to value creation for its stake holders and its social
responsibilities. It has six divisions which are mentioned below:
TCI Freight, the largest division of Group TCI, is India's foremost and Asia's leading surface
transport entity. It has a strong backing in terms of its extensive and strategically located
branch network and trained work force.

~ 10 ~
TCI XPS an express distribution specialist offers a single window door to door time definite
solution for customers' express requirements. Equipped with an ISO 9001:2008 certified
operations. TCI XPS delivers consignments of all sizes and weights to 13000 locations in
India and 200 countries abroad.
With a Mission to be "the most admired service provider of integrated supply chain
solutions", TCI Supply Chain Solutions brings a lot of commitment in its partnerships with its
clients. Dedicated verticals for Auto, Retail, Telecom, Electricals, Pharmaceuticals, FMCG
and Cold Chain offer specialised services to these critical sectors of economy.
TCI Global provides a single window advantage to its customers across all major South East
Asian countries through a dedicated network of international offices in the region besides
having strategic presence in high growth and emerging markets in Asia, Brazil (Latin
America) and Africa. TCI Global offers its customers end to end services ranging from
customs clearance, international inbound and outbound freight handling (air and sea),
primary and secondary warehousing/redistribution, third party logistics multimodal (air,
surface and sea) services, ODC movements, mining logistics and project cargo.
TCI Seaways has well equipped ships in its fleet and caters to the coastal cargo requirements
for transporting container and bulk cargo from Ports on the East coast of India to Port Blair in
the Andaman & Nicobar islands and further distribution within the islands.
As the groups social arm, TCI Foundation fulfils corporate social responsibility. TCIF has
been actively working in the areas of Health, Education, Women Development, Disability
and Disaster Relief Assistance. It runs charitable hospitals and schools for the under-
privileged in the rural areas. It has also collaborated with the Bill & Melinda Gates
Foundation & National Aids Control Organization to run programs on AIDS.

~ 11 ~
2. PROBLEM DEFINITION
The problem given was to identify critical roles in SCS & Freight divisions of TCI, preparing
SOPs for the same. And to create base line content which will provide inputs to the company
for entering in skill development programs in Logistics sector in collaboration with NSDC.
3. METHODOLOGY ADOPTED
This report is based on the exploratory research conducted. The exploratory research has been
carried out with the help of performance sheet, observation sheet and personal interviews
conducted in the field.
3.1 METHODOLOGY AT SCS (SUPPLY CHAIN SOLUTIONS) DIVISION
As the problem was to identify crucial roles in SCS division, so in this regard several visits
were arranged at the different warehouses of the SCS division. As the company has been
working on this, it has already identified role of a warehouse picker. Performance sheet,
observation sheet and design document was developed and used for data collection. On the
basis of this, SOP for warehouse picker was developed which was further converted in the
base content.
A number of visits were made to the different warehouses and crucial roles were identified
apart from warehouse picker and there SOP were prepared which were named as
“Team leaders”
3.2 METHODOLOGY AT FREIGHT DIVISION
A number of visits were made to the different branches of the freight division. There were
three kinds of offices- branch level, controlling level, regional level. The purpose was to
know the basic functioning of three levels. All the areas were discussed by the team through
brain storming sessions and crucial roles were identified. The reason behind visits at different
places was to find universal set of procedures as functioning was different at different places.
Company demanded to have universal and clearly defined set of functions.

~ 12 ~
4. RESULTS & CONCLUSION
4.1 TCI SCS DIVISION
IN TCI SCS division, crucial roles were to be identified in warehouses. A warehouse can be
explained in plain terms as ‘a house for goods’. It is used to store goods which can be of any
industrial purpose. A warehouse is used to store these goods and deliver as and when
desired by the client. A warehouse can be basically divided into two areas – INBOUND &
OUTBOUND activities.
All inbound and outbound activities were observed and noted down. Inbound activities
basically deals with acquiring and storing the product in warehouse whereas outbound deals
with activities related to dispatch of the products from warehouse. Following are the SOP as
per the roles identified.
4.1.1WAREHOUSE
INTRODUCTION:
A warehouse can be explained in plain terms as ‘a house for goods’. It is used to store goods
which can be of any industrial purpose i.e. raw materials, finished goods, packing material,
spare parts or a stock for e-commerce companies. A warehouse is used to store these goods
and deliver as and when desired. Some companies maintain their own warehouses while
others get it done via third party service providers. There are various sections in a warehouse
which normally are ‘loading dock, storage, packing area, dispatch area, admin building’ etc.
Forklifts are used to move the heavy material from one place to another inside a warehouse.
If a warehouse deals with too heavy material then electric cranes are also used. Goods can be
of toxic, inflammable nature as well, so separate sections are maintained for such goods
inside the warehouse to minimize the damage in case of any accident.

~ 13 ~
PLANT LAYOUT:
Type of Warehouses:
I. Super Mother: This warehouse handles operation of a particular company for the
entire nation. It supplies to all the regional hubs. It receives material directly from
manufacturers.
II. Hub: Hubs are maintained in regional areas. Regions are decided by the client
company. Hubs receive material from super mother warehouse and supplies to the
client outlets/ manufacturing facilities.
III. Buffer: These types of warehouses are maintained for any emergency needs or any
quick supply needed in any of the hubs or JIT warehouses.
Types of Goods for picking or handled:
As we already know that there are mainly three types of inventories handled in warehouses:
Fast Moving, Just in Time and FMCG. Inventories can be further classified in Heavy Duty
goods, light weight goods, Cold Storage goods, Inflammable goods.
 Heavy Duty Goods are handled with fork lift; normally more than one personnel
handle these items in a team. Manufacturing companies keep such type of goods in
their warehouses.
 Light Weight Goods are handled manually only. And put up on lower shelves in case
of multi-level storage facility.
LOADING AREA
LOADING AREA
LOADING AREA
LOADING AREA
DOCK
DOCK
DOCK
DOCK
STORAGE AREA
OFFICES
PACKAGING AREA

~ 14 ~
 Cold-Storage Goods are kept in a separate facility with controlled temperature.
Expensive cosmetic items, medicines, certain food items are kept in such a facility.
Hygiene is maintained strictly in such a warehouse.
 Inflammable Items like batteries etc are kept in separate chambers within the
warehouse where proper safety measures are ensured. For example, mobile phone are
required to be kept silent, a certain distance is maintained from other goods so that
other goods are saved in case of fire in inflammable section and vice-versa.
Types of inventory and its importance:
Warehousing operation is vast and different as per different needs of different warehouses.
Mainly following types of inventories are dealt with in warehouses:
I. Fast Moving: Those items which need to be despatched quickly. Such items are kept
in easy access zones of the warehouses (lower levels, if it is multi-level warehouse).
Sometimes, fast moving items need to be despatched on the same day on which they
are received.
II. JIT (Just in Time): This type of inventory is maintained in the warehouses which are
nearby to the factories. These items might need to be maintained for a long time and
are despatched as requested by the client. These types of warehouses are maintained
mainly for manufacturing companies.
III. FMCG (Fast Moving Consumer Goods): FMCG goods are those goods which are
consumed by customers on an everyday basis and which need replacements on a
regular basis. Warehouses for such products are very dynamic as items are despatched
not in lot but in small numbers. Majorly home delivery companies maintain such
warehouses. As per the trends and weather conditions, some items move very quickly
and some very slowly. After the trend or peak season time ends then these items are
returned back to their vendors.
Types of Packaging & its importance:
There are different types of packaging that is used for finished goods; internal packaging,
which the end consumer sees, and external packaging, which is for industrial use. The
internal packaging is developed usually to appeal to the consumer and has all the information
required by law. The external packaging must be sufficient to protect the internal packaging
as well as the finished item. It must also have enough information so that it identifies the
contents, in text and often with bar codes for use with RF technology in the warehouse. The
external packaging should have dimensions that allow a suitable quantity to be stored on a
pallet most efficiently.
With space and weight being the logistics manager’s primary concerns, it is important to
develop packaging that is small, but sufficient to protect the finished item. In turn, the

~ 15 ~
packaging must be light so that the shipment of the product can be as low as possible. When
companies are developing packaging solutions they often turn to the lightweight materials
initially, paperboard, aluminum, and plastic. Paperboard and plastic are very lightweight and
can protect finished items quite well. In addition the recycling aspect of paper, cardboard, and
some plastics can help reduce the amount of waste going into local landfills. Aluminium
containers are excellent for some food items as the material is strong, but light, as well as
recyclable.
Corrugated cardboard is a very popular product used for efficient exterior packaging, mainly
due to its strength, light weight, and recyclability. It can easily have information printed on it,
as well as bar codes, and MRP tags can easily be applied. The corrugated cardboard container
usually contains organic material, paper and starch glue, and can be up to 80 percent recycled
product. It is also 100 percent recyclable so there is no need to dump the left over packaging
material in the landfill.
4.1.2 INBOUND PROCESS
RECEIPT TEAM LEADER – ROLES & RESPONSIBILITIES
Receipt supervisor is the first person to deal with the material in a warehouse. He is in charge
of receiving the material, reporting of any damages/shortages, sorting, labeling, stacking the
material at different locations in the warehouse and updating the system for the incoming
material. He is the point person until material is stacked at appropriate locations in the
warehouse.
To perform his duty efficiently, a receipt TL need to be well versed with basic computer
knowledge i.e. MS office and basics of an ERP software.
 Receiving (unloading) the Material:
Receipt team leader’s role starts from the moment a truck enters into the premises of
the ware house.
1. The client sends PO (Purchase Order) to the Receipt TL via system software. PO
contains information about the items to be unloaded. Receipt TL receives this
information everyday in the morning. TL gets a print out of the same.
2. When a truck arrives at a warehouse, security personnel at the gate check for all
the necessary documents (delivery challan, permit, invoice of the items to be
delivered etc) and then truck is allowed to go to unloading dock.
3. At unloading dock, receipt TL matches the PO with the invoice carried by truck
attendant. If both the documents match then truck is allowed to unload the
material.
4. Receipt supervisor remains present while unloading; he matches the items with
their codes and ticks off items which are unloaded.

~ 16 ~
 Quality Check:
Before the materials are unloaded, it is checked for the quality. A QC person remains
present during this process. This QC person represents the client (in some cases,
where client requires). A certain amount of items are selected as samples and are
checked for quality. These sample items are opened and checked properly by QC
person and receipt TL. If the sample is up to the desired level of quality, it is allowed
to be unloaded in the supervision of receipt supervisor.
 Match Quantity Received with Quantity Ordered:
Receipt TL ensures that the quantity which is unloaded is same as the quantity which
was ordered. As stated earlier, receipt TL receives item list from the client (for whose
material the warehouse is being managed). He hands over item list to receipt
supervisor who ticks off items as they are unloaded.
 Updating the System with Incoming Stock:
Once items are received as per the order, receipt Supervisor informs receipt TL about
the same and receipt TL updates the stock of material in the system.
 Claim Report:
During unloading, if any shortage of material is reported, or if materials are found
damaged, then it has to be reported to the client. A claim form need to be filled for
this and need to be sent to the client. If a warehouse’s activities are completely
maintained on system software then receipt TL need to update it about
shortage/damaged parts. Truck attendant’s signatures are also taken on the form.
This step is important because once material is received in the system then it becomes
warehouse’s responsibility and in case of damage/shortage, warehouse has to pay for
it. So, any shortage/damage has to be identified before material is received inside the
warehouse.
 Sorting:
SORTING is performed at some warehouses as per the needs:
1. Coordinate sorting with supervisors and laborers.
2. All the boxes are opened, each item is taken out and checked for physical
damages, if found then it is taken out and Receipt TL is informed who places the
claim to supplier about the damaged item. If any item is found with no code on it
then team leader sends a picture to the supplier who sends the code and then the
code is hand-written on the box.
3. Supervisor has the inventory list in which item-type (heavy, fast moving, handle
with care etc) is mentioned for each item.

~ 17 ~
4. Supervisor segregates the items on the basis of its type and directs laborers to put
items in different boxes; each box contains similar type items. For example, Box
A contains HD items, Box B has Light weight items, Box C has fast moving items
etc. This process is not necessarily followed in all warehouses but only in those
warehouses where it is required due to nature of materials handled. For example,
automobile manufacturing company which need to handle all sorts of material i.e.
HD, Light Weight etc.
5. Each type of material is stored in separate bays/racks for the ease of handling.
 Generate Codes (LP & SKU):
Receipt TL coordinates this activity and assigns tasks to supervisors and also monitors
this activity.
1. The boxes are opened up and each item is pasted with a unique SKU CODE created
by the manufacturer. One SKU code is given to one type of item. All the items of that
type have same SKU code.
2. These items are counted and again placed in the box. Every item is identified from
SKU (Stock Keeping Unit) codes.
3. The boxes are pasted with pre-generated LP (License Plate) codes and the unique
SKU code which contains the number of items per box. This LP tags help in put away
process for matching the location with LP Tag. One big box containing several SKUs
has one LP assigned to it.
4. Pre-packing of the boxes before storage.
NOTE: Vendor type items are received in bulk and they don't have any specific codes
for them. Items are allotted system generated bar codes before packing, and labels are
printed which consists of information like manufacturers name, manufacturing date,
item name, date etc. These labels are pasted on the items after packing. These codes
are provided by the manufacturer.
 Put- Away:
Put away is one of the most important tasks. Following procedure is followed in this
process:
1. Binner (put-away person) is given a list of items with the location of each item
mentioned. The list is given to him by receipt team-leader. This list is generated
through software which automatically assigns empty locations to newly arrived items
according to the quantity of items arrived.
2. Binner is made fully aware of all the locations on a regular basis and informed
about the changes, if happened.
3. Verifying that items are put in their specified locations and confirming the entry in
the system software.
4. If pickers face any difficulty in finding the items at their specified locations the
receipt TL coordinates with inventory TL to look for the items.

~ 18 ~
It is the responsibility of receipt TL to coordinate this activity; he prepares the put-
away lists on the basis of stock received and hands over this list to receipt supervisors.
 Submit original Invoice:
Once material is stacked in the warehouse then its location is updated in the system. It
is also referred as “PO Closure”. At this stage, role of receipt supervisor ends.
4.1.3 RECEIPT TEAM LEADER ACTIVITIES:
Activity 1: Receiving (unloading) the Material:
1. Receive & understand the task schedule:
 Client (whose products are to be stored in the warehouse) sends (or uploads it
into the software, if there is any) item-list along with the time of receiving the
material at the warehouse and send the list to warehouse manager for
unloading of products OR the client sends PO (Purchase Order) to the Receipt
TL via system software. PO contains information about the items to be
unloaded. Receipt TL receives this information everyday in the morning. TL
gets a print out of the same.
 Warehouse manager sends the item list to receipt TL for unloading the
material before it arrives at dock.
2. Assign tasks to Supervisors:
 Receipt TL briefs the supervisor about the type of load to be received, the time
at which it is to be received and the manner it needs to be handled in (brittle,
Heavy Duty etc)
 If there are multiple trucks to be received at the same time, then one
supervisor is allocated the task of unloading one truck only.
 Supervisors are instructed to put the unloaded items from one truck at separate
bay. In order to avoid any mixing of the items.
3. Hand over the item receipt list to supervisors:
 Receipt TL gives the item list to receipt supervisor.
 Receipt supervisor receives the truck at the dock and verifies the item list with
the invoice being carried by truck attendant.
 After verifying and checking the invoice of the truck vis-a-vis with the item
receipt list given to him by warehouse manager, receipt supervisor allows the
truck driver/unloaders to start unloading the truck.

~ 19 ~
Activity 2: Quality Check:
1. Coordinate with Quality Control (QC) person to be present during unloading:
 Depending on the nature of inventory being handled in a warehouse, a Quality
Control Person is present in a warehouse.
 Normally, this QC personnel is mandated by the client (whose inventory is
being handled in the warehouse) and appointed by the client itself. So, he
represents the client in the warehouse.
 Normally, E-com companies require a separate QC person because they have a
variety of products whose quality is difficult to be checked by supervisors.
Also, these items are delivered at door steps so companies don’t want to take
risk of delivering a lower quality product.
 If client does not mandate a separate QC person then this activity is performed
by receipt supervisor only.
 When an unloading schedule is received by Receipt TL, he informs the QC
person about the time of unloading and the nature of material which is being
unloaded.
2. Determine the sample size for quality checking before unloading:
 It is very difficult to check all the items which are received.
 A sample size is decided which represent adequately the entire materials
received.
 In case of a QC person: sample size is communicated to him by the client
directly.
 Otherwise, receipt supervisor determines the sample size for quality check.
 Supervisor is guided by the Receipt TL in this exercise.
3. Perform quality check on the selected sample of items:
 Almost 10-15% of items are opened for the quality check from each category
of items.
 These boxes are selected randomly.
 It is to be noted that 10-15% of boxes are selected from each type of items. So,
if there are 5 categories of items are received in one truck then 10-15% from
each category is checked for quality.
 If the sample is up to the desired level of quality, it is allowed to be unloaded
in the supervision of receipt supervisor.
4. Coordinate with supervisors for any damaged items that need to be fixed:
 If QC person/supervisor finds a significant number of items of substandard
quality then they report it to Receipt TL.
 Receipt TL verifies the quality-report and if found correct, i.e. if items are
found to be of substandard quality then he does not accept the material.
 He hands over a copy of the quality report to truck attendant and sends back
the truck to the vendor.

~ 20 ~
 He prepares a report mentioning the details about the material being of low
quality, this report contains all the information about the material i.e. the type
of material, vendor, arrival date & time etc.
 He sends this report to warehouse manager, vendor and also updates the
system about non-acceptance of the material.
Activity 3: Match Quantity Received with Quantity Ordered:
 The PO received by Receipt TL is matched with the invoice given by truck
attendant. If both matches then only material is allowed to be unloaded.
 Receipt TL receives the PO from the vendor/client and hands it over to
supervisor and instructs him to match it with the invoice before starting the
unloading.
 Receipt TL ensures that the quantity which is unloaded is same as the quantity
which was ordered by monitoring the supervisor.
Activity 4: Claim Report:
1. Prepare a report on any variances in quality of load, scheduled time:
 While unloading, number of items are counted by the supervisor and matched
with their codes in the inventory list.
 While unloading, Supervisor checks for physical damages in the boxes and
physically damaged boxes are separated out in "freshly damaged" (goods
which are received from the manufacturer) section.
 The report is prepared about amount of boxes found damaged and handed over
to the receipt team leader.
 Receipt TL crosschecks and verifies this report.
 The fresh damaged goods are handed over to the PI inventory.
 The PI inventory maintains a different section for freshly damaged goods and
maintains a record for it.
2. Place any additional orders that need to be placed to replace
misplaced/irreparable items:
 When supervisor spots damaged/misplaced items then he informs receipt team
leader.
 Receipt TL prepares a claim document mentioning details such as material
type, time and date of receipt, sample size, percentage of sample whose
quality is low, type of discrepancies found etc.
 He sends claim document to vendor/client/supplier.
 Supplier replaces the items in next order or compensates for the damaged
items.

~ 21 ~
Activity 5: Sorting
1. Assign the task of sorting to supervisor:
SORTING is performed at some warehouses as per the needs. In some warehouses, it
is done before labeling. Sorting and labeling are two such processes which are not
necessarily followed in all the warehouses. As stated these are adopted as per the
needs.
 Those items which do not require to be labeled after unloading are passed to
sorting bay directly from unloading area.
 For those items which require labeling, sorting is done simultaneously with
labeling i.e. when a box is labeled then it is put with the same category items.
That is why a separate procedure of sorting is not introduced for such items.
 All the boxes are opened, each item is taken out. If any item is found with no
code on it then team leader sends a picture to the supplier who sends the code
and then the code is hand-written on the box.
 Supervisor has the inventory list in which item-type (heavy, fast moving,
handle with care etc) is mentioned for each item.
 Supervisor segregates the items on the basis of its type and directs laborers to
put items in different boxes; each box contains similar type items.
2. Verify items are sorted correctly:
 Supervisor has a list of items which are being sorted out, the list has the
information about the type of items (HD, light, inflammable etc). Workers
pick each item and read out the code to supervisor who sees in that list the
category of the item and directs the workers to put that item in the box
assigned for items of that category.
 This list is given to the supervisor by Receipt TL.
 Receipt TL oversees the task of sorting. In addition, he randomly picks items
from the boxes in which they were put after sorting, and checks for correctness
of sorting.
Activity 6: Pre-Packing:
1. Identification of those goods which need pre packing before storage:
Receipt supervisor sends damaged items to packers for repacking.
NOTE: In some warehouses, unpacked items are received from third party vendors.
These items need to be packed before storing them in the warehouse. So, these items
are directly sent to packing area after unloading. When Receipt TL receives PO of
items then this information is mentioned in the PO itself.
 Receipt TL briefs supervisor about such items and directs him to send these
items directly to packing area. This packing area is different from dispatch
packing are to avoid mixing of material.

~ 22 ~
2. Determine packing type needed such as carton type, wooden packing, loose
packing etc:
 Damaged items which need repacking are packed in the same packing type in
which they were received.
 For unpacked items from third party vendors, clear cut instructions are given
about the type of packing by the client/manufacturer itself.
 Receipt TL conveys this information to supervisors who in turn ensures the
same packing by packers.
3. Verify packing of goods:
Receipt TL checks the packing of vendor type goods which are packed and labeled in
the warehouse itself. Client provides labels for vendor type goods, these labels are
pasted on the goods after packing. Receipt TL receives these labels and issues the
same to supervisor. Supervisor gets it pasted on the packing.
Activity 7: Generate Codes (LP & SKU):
1. Generate SKU codes & LP codes for the material received:
 SKU & LP codes are used to identify goods In other words; these are the
names of the goods.
 SKU is Stock Keeping Unit and LP is License Plate.
 One SKU code is assigned to all the items of same type. For example, all
Samsung Galaxy S3 handsets will have same SKU code.
 One LP is assigned to one big box which contains several SKUs of one type.
 These codes are given for the ease of identifying goods in their location and
record keeping without confusion.
 This task of generating SKU & LP codes is performed by Receipt TL only.
 When Receipt TL gets the PO. He segregates the items mentioned in it on the
basis of its arrival. If a category was previously handled in the warehouse then
it already has an SKU code assigned to it. But, if a category is being stored for
the first time then it needs to be allocated a new SKU code to it.
 Receipt TL generates new SKU on the system for the new items being handled
for the first time.
 Receipt TL also generates LP codes for the big boxes with the help of system
software.
2. Monitor the labeling of SKU & LP codes on the items:
 The boxes are opened up and each item is pasted with a unique SKU CODE
created by the manufacturer. One SKU code is given to one type of item. All
the items of that type have same SKU code.
 These items are counted and again placed in the box. Every item is identified
from SKU (Stock Keeping Unit) codes.
 Supervisor makes the entry of the number of items being packed in the box.

~ 23 ~
 The boxes are pasted with pre-generated LP (License Plate) codes and the
unique SKU code which contains the number of items per box. This LP tags
help in put away process for matching the location with LP Tag. One big box
containing several SKUs has one LP assigned to it.
 The boxes are packed again and are ready for storage
Activity 8: Put- Away:
1. Generate put away list and hand it over to supervisors:
 Supervisor has the responsibility of put away list generation.
 He has the information about the items being received in the morning itself.
 He divides all the items among put-away personnel as per the locations of the
items being put away.
 He takes print out of all the lists and gives it to supervisors who distribute it
among all the put away personnel.
 Put away list has the information about items being stacked, name of the item,
its code, location code in which it is to be stacked, number of SKUs of that
item, category of item (brittle, handle with care, etc)
2. Verify the items which had been put-away and confirm their receipt in the
system:
 Binners put items into their allocated locations after matching the item code
with the location code.
 Binners keep ticking off items in the list as they stack them in their location.
 When all the items are stacked then they hand over the list to supervisor.
 Supervisor checks that all the item names are ticked off in the list and then he
hands it over to Receipt TL.
 Receipt TL also randomly checks items for their proper binning.
 Once he is satisfied then he closes the entry of the items in the system. Once
he does that, then only system shows the items in the specified locations.

~ 24 ~
4.1.4 OUTBOUND PROCESS
DESPATCH TEAM LEADER—ROLES & RESPONSIBILITIES
 Despatch Team Leader handles the responsibilities of managing the orders and to
ensure that goods leave for the destination in minimum possible time. He take care of
prominently five areas-
1. Preparation of orders.
2. Picking.
3. Packing.
4. Loading.
5. Despatch.
DESPATCH TEAM LEADER
SALES
For performing the below mentioned activities the person should possess skills in ms-office
and the erp software company is using.
DESPATCHLOADINGPACKINGPICKINGSALES ORDER

~ 25 ~
PREPARING THE SALES ORDER
 Ensure presence of work-force
 Check the orders and look for any pending work
 PREPARATION OF PICK-LIST
Sorting of order according to location:
Despatch leader checks all the record of orders received. Every hour, Despatch team leader
receives the number of orders for despatch. Order received from client contains quantity,
weight, the target destination (codes) example Lucknow (coded as LKW).
Creating the pick-list:
Team leader generates the pick-list which contains SKU code, location, quantity, weight of
item that is to be picked.
 Deciding the number of lorry required and arranging them
 Health and safety procedures
 Comply with all the health regulations and maintain a neat, clean and orderly working
area.
 Making labourers aware about how to handle the goods (brittle, fragile) and other
handling procedures.
 Give instructions about the picking procedure.
PICKING
 Assigning the work & picking
The team-leader will generate the pick-list through software and assign the work to the
pickers. Pickers are given specific targets and have to complete in specific time. Pickers are
guided by the supervisor in this task. Team leader require continuous monitoring of the
activities of the workers & supervisor.
 Making pickers understand the code of items to be picked
Team Leader should ensure that both the supervisor and picker have full understanding of
codes. The Products are identified with different codes which have been given by the
manufacturer. Each character of the code has to be read and matched with the item-list.
Team leader should ensure that each character is read by labour while picking.
 Instruct picking methods specified by the organisational procedure

~ 26 ~
 Handling the misplaced/damaged items
 Picker faces the situation that item mentioned in the pick-list is not present physically
in the given location then it is brought in the notice of despatch Team Leader which
communicates with the inventory personnel.
 In case damaged goods are found at the location, it is brought to the notice of the
inventory personnel.
 Verify the items are picked appropriately
 Team leader has to ensure that no wrong item proceeds towards the packaging
area and none of the above mention cases happen by verifying it with the pick-list.
 Handover the labels to the supervisor
 The client provides the labels that are required to be pasted on the items for
despatch. Labels include the item code and invoice number. Different labels are
provided for different products.
 Types of goods for picking or handling
 Heavy Duty Goods, Light Weight Goods, Cold-Storage Goods, inflammable
Items.
PACKING
 Generating invoice:
Team leader need to generate the invoice. Invoice includes the details of the items to be
picked with description of goods: SKU-code, Quantity, unit price of each item, shipping
date and the stipulated time in which it has to be completed. This invoice goes along the
goods while despatch.
 Give Packing instructions
 The packing instructions are given to the packers and providing the required
equipments to perform the task. Instructions are given as in some cases:
a) Items have to be repacked and be given new packing.
b) If any coupons are to be inserted in the packing.
C) If there is any offer on the items, then the required quantity that need to be clubbed
together. New labels are given to the packed items. All this information is given to
packers by despatch TL.
 Monitor the labelling process
Labelling process at two levels-
1. While loading
2. While packing.

~ 27 ~
 Types of packaging & its importance
 Verify that the items are packed appropriately
 Importance of Health, Safety & Hygiene
LOADING
Assigning the location
 Despatch TL makes sure that all the goods are placed at one location and there is no
mixing of goods of different location. This can be checked by identifying the label
pasted on each item.
 Despatch TL check for the goods if they require any special packing or if packing has
been tempered.
 Procedure to be followed while handling the goods.
DESPATCH
 Despatch TL needs to be present for despatch, when the truck arrives at the dock.
 Generating the item list: The items are loaded in the truck with each item being
ticked in the item-list.
 Code of each item is checked while loading.
 Number of packets that are loaded in the truck.
 Packaging of each item is checked. If packaging is found damaged, then
repackaging is done at the spot.
 Material handling while loading

~ 28 ~
4.1.5 DESPATCH TEAM LEADER---ACTIVITIES
 Despatch Team Leader handles the responsibilities of managing the orders and to
ensure that goods leave for the destination in minimum possible time. He take care of
prominently five areas-
1. Preparation of orders.
2. Picking.
3. Packing.
4. Loading.
5. Despatch.
SALES ORDER
Activity 1: Ensure presence of work-force
At the start of the shift, all the Team Leaders- Receipt, Despatch, Inventory gathers the
available workforce and distributes the labour as per required by the different sections.
A small meeting is done regarding if there are any issues or concerns, problems faced at the
workplace, the workforce is asked to share their view. If some accident, errors have occurred
on previous day are brought to the notice and resolved.
Activity 2: Check the orders and look for any pending work
Team leader checks the orders for the day and check the pending work, if any that has been
left and plan the work accordingly. He prepares the pick-list which has been described in the
next section. He handovers the pick-list to the supervisor and give the time limit before which
work has to be completed. Time-limit will be depending on the demand of the client and it is
further communicated to supervisor.
PREPARATION OF PICK-LIST
Activity 3: Sorting of order according to location:
Despatch leader checks all the record of orders received. Every hour, Despatch team leader
receives the number of orders for despatch.
Order received from client contains:
1. Amount of quantity to be despatched.
2. The target destination given in codes, for example for despatch to Lucknow being coded in
LKW.
3. The weight of each good that will be despatched.
 Despatch leader categorises the given excel sheet according to the destination.
The excel sheet show the amount of quantity and weight of goods that has to be despatched
to a particular location.

~ 29 ~
Activity 4: Deciding the number of lorry required and arranging them
1. According to the weight of the goods to be despatched to particular location, He decides
the number of lorry that will be required to deliver at a certain location.
2. It also depends on the number of items ,for example ,in FMCG sector some items are such
which occupy large space but have very less weight .So considering the weight and number
of goods, despatch team leader decides for the number of lorries,
For example, if he receives the order for being despatched to 7 different locations then he
will calculate the weight and amount of goods that has to be despatch at one location and then
decide the number of lorries required to all the locations.( weight to be carried in one lorry is
as per need of the vendor )
Activity 5: Creating the pick-list
 Next step is that for one location, he will see the type of goods that needs to be
despatched (light weight, heavy weight materials), quantity of items, weight of items
that are going to one place. Then for particular one location, he will locate the items
that need to be picked.
The software automatically locates the items and assigns the amount and specific
location from where it has to be picked.
Software generates the pick-list which contains
a) The SKU code of the item.
b) The location of the item.
c) The amount of item that has to be picked.
d) The weight of the each item.

~ 30 ~
Figure 1
As shown in the figure1, it defines separate section which includes description, SKU code,
location, quantity, order id and the customer id .It clearly defines the location from where it
needs to be picked, and the amount of quantity that need to be picked. With the help of this
pick list picker reached to different locations and perform the required tasks.

~ 31 ~
Activity 6: Health and safety procedures:
 All the workers and supervisors are given training once a month by Team Leader
about how to use fire extinguishers when they join. In addition, a pictorial description
is also mentioned near every fire extinguisher.
 Team leader makes sure that Inflammable materials are stored separately to minimise
damage in care of an accident. Mobile phones are required to be switched off near
Inflammable material area.
 Instruct supervisor that labourers pick items keeping in mind the instructions (handle
with care, orientation of boxes etc)
 Instructions are also mentioned on the boxes being unloaded. Arrows (up/down) tell
direction in which upper side is to be placed. Umbrella sign tells keep the items
indoor. A glass sign tells 'handle with care'.
 Ensure that heavier items are lifted with a forklift, for that a forklift driver is need to
be present always. Fast moving items are placed in lower boxes, so that it takes less
time to proceed for loading. In a stack, heavier items are placed at bottom and lighter
items are placed above them. Up (↑) sign is seen and upper side is maintained as
instructed.
 Order in warehouse is to be maintained by well planning, there are different sections
to stock different types of materials as per their categorization.
 Make sure that Docks and storage area are kept clean after loading/unloading.
Separate cleaning staffs are put in place for this task.
 Two separate areas are dedicated for packing of despatch goods and packing of
vendor-type goods.
 Every worker has a specific task for the day which is given to him as per requirement
(loading, unloading, binning, sorting, packing, picking etc)

~ 32 ~
PICKING
Picking Process:
Supervisor
DESPATCH TEAM LEADER (TL) Picker
Activity 1: Assigning the work & picking
The team-leader generates the pick-list and assigns the work to the pickers .The pick-list is
placed in the table from where pickers pick the list and perform the given task. Pickers are
given specific targets and have to complete in specific time. Pickers are guided by the
supervisor in this task.
 Team leader require continuous monitoring of the activities of the workers.
In some industries, there is requirement of hourly targets where orders keep coming
Assign work
to pickers
Picks the
items from
storage area
Prepare
pick-list
Verifies the
picked items
and send
report to TL
D

~ 33 ~
up hourly and pick-lists are continuously generated. So this requires good skill set of
workers, good communication, well-aware and responsible staff.
After receiving the pick-list, the pickers proceed towards the storage area, pick the required
items and bring back to the packaging area.
Activity 2: Making pickers understand the code of items to be picked
Team Leader should ensure that both the supervisor and picker have full understanding of
codes. Products are identified with different codes which have been given by the
manufacturer. Each character of the code has to be read and matched with the item-list. Then
only that item need to be picked from their respective location. The location and code of the
item is given in the pick-list. Pickers reach the location and match each character of the code
on the item with the code mentioned in item-list. Then he picks the items and brings them
back to storage area
Here the team leader, require to check and verify the brought items with the pick-list.
Activity 3: Instruct picking methods specified by the organisational procedure
Team leader should instruct and make supervisor understand the picking methods which need
to be taken care of while picking which are following:
1. Forklift to be used for picking heavy items. A forklift driver is kept standby to cater to this
need. Whenever there is a need to pick heavy items, the driver is called.
2. Small items are picked manually.
3. If large quantity or heavier items need to be stacked on higher floors then also a forklift is
used.
4. While moving the goods from one place to another, goods are placed it different places and
then are again moved by using labourers. It consumes a lot of time and also involves a large
amount of labour being involved in this process. Use of trolleys should be maximised as it
reduces the despatch time and also save goods from damage.
Activity 4: Handling the misplaced/damaged items
1. Sometime picker faces the situation that item mentioned in the pick-list is not present
physically in the given location then it is brought in the notice of despatch Team Leader
which communicates with the inventory personnel. The data of all the misplaced items is
handed over to the Inventory personnel who will assign the new location of the items from
where the required item can be picked.

~ 34 ~
2. In case damaged goods are found at the location, it is brought to the notice of the inventory
personnel. PI Inventory will move the damaged goods maintained by them and will give the
alternate location of the same item from where it can be picked.
Activity 5: Verify the items are picked appropriately
1. In some scenarios, the picker can pick the wrong item and bring it in the packaging area.
This leads to the wrong delivery of goods. This causes harm to image of the company and
company has to bear claims from the client.
2. In some scenarios, the pickers are given the labels that required to be pasted on the item
while picking. Labels include the item code, quantity, and invoice number. The pickers are
given the labels which are provided from the client.
Picker paste the label only when both of them match. Team leader has to ensure that there is
no wrong pasting of labels.
So, team leader has to ensure that no wrong item proceeds towards the packaging area
and none of the above mention cases happen by verifying it with the pick-list.
When the items are picked and brought back to the packing area, they are verified by the
Team leader with pick-list being given to the picker. Team Leader checks the brought items
and makes items proceed towards packing area.
Activity 6: Handover the labels to the supervisor
The client provides the labels that are required to be pasted on the items for despatch. Labels
include the item code and invoice number. Different labels are provided for different
products. Sometimes, if thing are to be repacked by combining two products, then new
packing is provided and also the instructions of how to pack them is also provided by the
team leader. Supervisor ensures that the picker paste the right labels on the items. Supervisor
give instructions to the pickers that paste the labels only when the code of the item mentioned
in the pick-list matches with the code mentioned on the pick-list.
 Pickers are given the pick list by despatch supervisor. The pick list contains
information about storage bays in which items are stored.
 Labels (MRP tags) are also provided by the client. These labels are handed over to the
pickers by despatch supervisor for the items mentioned in their pick list.
 Pickers locate the appropriate storage location for the items to be picked. Then these
tags are pasted on the items while picking.

~ 35 ~
 In some cases, materials are received in bulk and their packing is done in the
warehouse according to the instructions from the client. They don't have any specific
codes for them.
 Items are allotted system generated bar codes before packing, and labels are printed
which consists of information like manufacturers name, manufacturing date, item
name, date etc.
 These labels are pasted on the items after packing. These codes are provided by the
manufacturer.
PACKING
Activity1: Generating invoice
A sample invoice has been provided at the next page. Invoice includes the details of the
customer where it has to be sent. Like in this invoice, all the items to be picked with
description have been given in the list.
 It includes the SKU-code of the item.
 Quantity of items that have to be despatched.
 It also includes the unit price of each item.
 It includes the shipping date and the stipulated time in which it has to be
completed.
The required number of quantity is packed according to this invoice and is pasted on the
items to ensure that there is no mix of items.
 After picking, goods proceed towards to the packaging area. Despatch TL has to
provide the invoices that are required to be pasted on the packaged material. This is to
be done in packaging section.
 INVOICE contains the code of the item, quantity, location of the destination and the
name of the recipient.
 The invoice is generated by entering the order ID (While generating pick-list, order
ID is assigned to the received order) in the software. The system shows the invoice
which contains the destination address, quantity, code of the items and all necessary
information. Then this invoice is printed and handed over to the packaging section.
 While packing items are packed according to the invoices. Only the items that are
present in the invoice need to be packed and should proceed in the loading area.
Despatch TL makes sure that no items are packed in the wrong invoice.

~ 37 ~
Activity 2: Give Packing instructions
 The packing instructions are given to the packers and providing the required
equipments to perform the task. Instructions are given as in some cases:
a) Items have to be repacked and be given new packing.
b) If any coupons are to be inserted in the packing.
C) If there is any offer on the items, then the required quantity that need to be clubbed
together. New labels are given to the packed items. All this information is given to
packers by despatch TL.
Activity 3: Monitor the labelling process:
- Labelling process
In warehouses, labels are pasted on items after unloading and during packing.
While unloading:
 The boxes are opened up and each item is pasted with a unique SKU CODE created
 These items are counted and again placed in the box. Every item is identified from
 Supervisor makes the entry of the number of items being packed in the box.
 The boxes are pasted with pre-generated LP (License Plate) codes and the unique
SKU code which contains the number of items per box. This LP tags help in put
away process for matching the location with LP Tag. One big box containing several
SKUs has one LP assigned to it.
 The boxes are packed again and are ready for storage.
While packing:
 Pickers are given the pick list by despatch supervisor. The pick list contains
information about storage bays in which items are stored.
 Labels (MRP tags) are also provided by the client. These labels are handed over to the
pickers by despatch supervisor for the items mentioned in their pick list.
 Pickers locate the appropriate storage location for the items to be picked. Then these
tags are pasted on the items while picking.

~ 38 ~
Activity 4: Types of packaging:
 Different kind of packaging material is provided to the packer e.g. wooden packing,
loose packing, carton packing etc.
1. Client gives information related to type of packing required to despatch team
leader through software system.
2. Despatch TL conveys the information to packing personnel.
 If item are found damaged while packing then these materials are placed in the
damaged section on the instructions of despatch team leader.
When packaging is done, all the items are verified by the Despatch TL by matching it
with the invoice. As explained earlier, invoice contains all information related about
destination code of item, quantity etc. Then these goods are moved in the loading area.
Activity 5: Verify that the items are packed appropriately
 When packing of all materials is completed then it has to be verified by the
supervisor. With the help of the invoice given to the supervisor, all the packed items
are checked. As explained earlier, Invoice includes the details of the customer where
it has to be sent. All the items to be picked with description have been given in the
invoice. It includes the following:
 It includes the SKU-code of the item.
 Quantity of items that have to be despatched.
 It also includes the unit price of each item.
 It includes the shipping date and the stipulated time in which it has to be
completed.
The required number of quantity is packed according to this invoice and is pasted on the
items to ensure that there is no mix of items.
 Supervisor ensures that no items remains from packing and all the items are pasted
with their invoice on it. While inspection, if any item is found without packing, then it
is again sent for packing.
 In case some items require special packing e.g. there are some glass products which
have been packed, these products are given wooden packing to ensure there is no
damage to the goods happen while transit.
Note: In some cases, packed goods are found without labels, then it is brought to the notice
of supervisor and hand written codes are pasted on it by checking on the invoice.

~ 39 ~
Activity6: Importance of Health, Safety & Hygiene
Risk and impact of not following defined procedures/work instructions:
Every activity is given a certain procedure to be followed. If not followed, then it has
negative impacts on the overall functioning of the warehouse. Some of them are captured
here, which are as follows:
 If item codes are not checked properly during sorting/put-
away/picking/labelling/despatch, then wrong items might get despatched to the
customer. In such situations, company may have to pay a claim to the customer. To
avoid this, checking of codes is mandated at different stages, but sometimes workers
or supervisors don’t take it seriously and in order to finish their work early, they
become careless. It had been found that workers are not aware about the importance
of matching the codes at every stage. To eliminate this human error, workers should
be educated enough to understand the repercussions of this error. It had been found
that workers are not aware about the importance of matching the codes at every stage.
 Workers don’t read out the entire codes and only remember/use last four-five digits of
the codes. For example, codes 56UG954716 and 56UG654716 are similar except the
fifth number which is ‘9’ and ‘6’ in both the codes. Such types of products have a real
danger of being misplaced if their last 4-5 digits are matched and entire code is not
matched. If items get misplaced due to this error then it becomes very difficult to
locate the item’s exact location and despatch may get late. In a late delivery also,
company have to pay a claim to the customer. Workers are not aware about the
repercussions of this error also.
 Heavy Duty items need to be moved through the help of fork lift. Workers can get
hurt if they move the items all by themselves. Heavy Duty items are marked ‘HDR’
on the packing to identify them as Heavy Duty items.
 Mobile phones can create fire at the storage of inflammable items. Workers need to
be educated about this danger; it should not be a mere procedure for them. One
mistake can cause damage to the items as well as to workers’ life.
LOADING
Activity 1: Assigning the location:
After the goods are packed, the goods for loading are placed in the loading area.
Goods going for one location are stacked at one place with the help of trolleys or are
put at one place by labourers.
 Despatch TL makes sure that all the goods are placed at one location and there is no
mixing of goods of different location. This can be checked by identifying the label
pasted on each item.

~ 40 ~
 Despatch TL check for the goods if they require any special packing or if packing has
been tempered.
 If items are found without label then the handwritten label is pasted on it.
Procedure to be followed while loading:
1. Fast moving item (which are unloaded and loaded on daily basis) are stacked in
lower racks to reduce the loading time.
2. Heavier items are picked by a forklift. A forklift machine with a dedicated driver is
always present inside the warehouse to cater to this need.
3. Lighter items are stacked manually.
4. In a stack, heavier items are placed at bottom and lighter items are placed above
them. Despatch TL ensures that procedures are properly followed.
DESPATCH
 Despatch TL needs to be present for despatch, when the truck arrives at the dock.
 The item is shifted from the loading area to the dock with the help of labourers or on
the trolleys.
 Item list includes all the items that are to be despatched. Item-list includes the SKU
code, invoice and the number of packets that are to be loaded in the truck.
 The items are loaded in the truck with each item being ticked in the item-
list.
 Code of each item is checked while loading.
 Number of packets that are loaded in the truck.
 Packaging of each item is checked. If packaging is found damaged, then
repackaging is done at the spot.
Material handling while loading:
The goods are placed in proper manner in the truck.
 Heavier items are placed at bottom and lighter items are placed above them.
 Instructions are also mentioned on the boxes being loaded. Arrows (up/down) tell
direction in which upper side is to be placed.
 Umbrella sign tells keep the items indoor.
 A glass sign tells 'handle with care'. These boxes are placed with special attention and
are ensured that it does not get broken while loading.
 Heavier items are lifted with a forklift, for that a forklift driver is always present. Fast
moving items are placed in lower boxes, so that it takes less time to proceed for
loading. In a stack, heavier items are placed at bottom and lighter items are placed
above them. Up (↑) sign is seen and upper side is maintained as instructed.

~ 41 ~
After ensuring that items are properly placed in the truck, photograph is clicked to maintain
the record if in any case if company is put to blame for damage in goods received.
4.1.6 INVENTORY TEAM LEADER—ROLES & RESPONSIBILITIES
Inventory team leader is responsible for the entire inventory which is stored in the warehouse.
From the moment its location is updated in the system, it becomes Inventory TL’s
responsibility to maintain it until it gets dispatched. Inventory TL’s role can be divided
majorly in two categories:
 Cycle Count
 Managing damaged parts/unsold parts/RTO
 CYCLE COUNT
While cycle count inventory team leader deals with the following activities:
 Managing the record of goods
 Assign work to labour
 Tackling with any discrepancies
 Locating misplaced goods
 Handling displaced goods
 Handling goods with no labels
 Handling damaged goods
 Managing damaged parts/unsold parts/RTO:
In a warehouse, there can be four types of damaged parts and inventory team leader has the
responsibilities of handling with following four types of categories.
 Freshly Damaged
 Return to Vendor
 Return to Order
 Damaged inside the warehouse

~ 42 ~
4.1.7 INVENTORY TEAM LEADER-- ACTIVITIES
Inventory team leader is responsible for the entire inventory which is stored in the warehouse.
From the moment its location is updated in the system, it becomes Inventory TL’s
responsibility to maintain it until it gets dispatched. Inventory TL’s role can be divided
majorly in two categories:
 Cycle Count
 Managing damaged parts/unsold parts/RTO
CYCLE COUNT
Activity 1: Managing the record of goods
The PI inventory maintains all the records of the inventory and handles damaged/misplaced
goods. Inventory personnel make sure that all the items are placed at proper location.
 To make sure that goods are placed at their respective locations, stock is counted on a
daily basis.
 Schedule is prepared by Inventory Team Leader every day to check whole stock in the
storage area; this schedule is called daily count.
 In some cases, client creates the daily cycle count according to their requirement.
According to the goods that arrived and got despatched on the previous day, software
generates the present quantity of goods at their respective locations. Software shows the
quantity of item, code of the item being present at the respective location. Inventory TL print
the data of all locations.
Activity 2: Assign work to labour
 Inventory TL will gather his team in one place and will distribute equally the work
among workers. He will distribute the list of locations to the workers .Work will be
distributed such that it covers whole storage area. Every worker will be given the
required equipment to perform the given task.
 Worker will proceed towards their respective locations. The list given includes the
location of the item, code of item and amount of quantity that has to be present at the
location. Worker reaches the respective location and count the number of goods. If the
quantity found match with mentioned in the list, he will sign it off in the list.
Tackling with any discrepancies
1.Locating misplaced goods: In case, there is any discrepancy in the quantity of items, e.g.
there is less number of items at the required place then the whole warehouse is checked for

~ 43 ~
that same item code, and the place where is excess of that item is found and the issue is
resolved. This is then updated in the system by the Team Leader.
Note: This situation arises because pickers, out of negligence, pick the items from a location
which is not specified in the pick list. Therefore, worker should be well aware and should be
instructed to pick the items from the specified location only.
2. Handling displaced goods: if goods of same item code are found in small quantities at
different location, then these goods are picked from that location and are placed at one place.
Afterwards, these goods are given new location and are updated in the system by Inventory
TL. This update is done with the help of item code that is unique to that good.
3. Handling goods with no labels: If goods are found without any location tag, this is
brought to the notice of Team Leader, and then he assigns the new master bin card to that
item. The master bin card includes the item code, location tag and the amount of quantity
present at the location. This time the entry in new master bin card is done manually by the
TL. This entry is made on the basis of count list being given to the worker.
4. Handling damaged goods: While counting if goods are found damaged in packing e.g.
carton packing is found damaged, then repacking is done at the spot as the equipment has
been provided to the worker. Sometimes, new packing is provided to the item and again new
master bin card is issued to that good.
Managing damaged parts/unsold parts/RTO:
In a warehouse, utmost there can be four types of damaged parts:
 Freshly Damaged
 Return to Vendor
 Return to Order
 Damaged inside the warehouse
Some of the above mentioned types may not be present in some warehouses depending on the
type of inventory being managed.
Freshly damaged goods are those goods which are received damaged only. These goods are
rejected by the QC personnel and are updated in the system by receipt TL. At the time of
receiving, these goods are handed over to Inventory TL who arranges to put it up in different
section and arranges to resend it to vendor.
 During unloading, and before stacking items into the warehouse, if any item is found
damaged by receiving team (items are checked thoroughly for any damages before
labeling them), then it is handed over to the inventory TL.
 Receipt TL intimates the vendor about damaged parts.
 These damaged parts need to be sent back to the vendor. Inventory TL puts them in a
separate section which is meant for damaged parts only.

~ 44 ~
 He clubs it with ‘Return to vendor’ parts. It will be discussed in the next heading.
 Inventory TL maintains the record of all the damaged parts which are present in the
warehouse.
‘Return to Vendor’ items are those items which haven’t been used by the client. In such a
case, these parts need to be sent back to the vendor. Normally, this happens in FMCG goods’
warehouses where goods are seasonal. Once the season is over, it is no longer demanded, so
it needs to be sent back to the vendor.
 Client intimates to the warehouse manager about the items which need to be sent back
to the vendor for not being demanded.
 Warehouse manager gives this list to inventory TL.
 Since these items are going back to the vendor, so it doesn’t require to be packed
again.
 Inventory TL assigns tasks to workers to pick the items in the pick list. He hands over
pick lists to them.
 Workers pick the items and take it directly to the loading dock.
 Items are loaded in the trucks and each item is ticked off in the list as it gets loaded.
Supervisor ticks off the items.
 Once items are loaded, Inventory TL gets the dispatch document signed by the truck
attendant and updates in the system about items being dispatched to the vendor.
 ‘Freshly damaged’ items are also loaded with ‘Return to Vendor’ items. Since both
the items are stored in one section only, once they are stored, they follow the same
procedure of dispatch.
Return to Order items are those items which customers had rejected. These types of items
are received in exclusively FMCG warehouses. Customers reject home delivery products for
various reasons, so courier persons bring back these items to warehouse.
 Truck enters at the dock. Truck attendant gives the list of items which are being
unloaded.
 Items are transferred to RTO bay directly from unloading area along with the list of
items unloaded.
 Inventory supervisor assigns the work to laborers, laborers unpack the items, and then
they sort the items as per their SKU codes and item types. They put similar items in
one box.
 After packing similar items in one box, Supervisor labels the box with newly
generated LP codes.
 He also updates the system about new LP codes associated with the SKU codes.
 Inventory TL gives him a put-away list which has locations for RTO items.
 Supervisor hands over this list to put-away personnel, who takes the items to their
respective locations and stack them there.

~ 45 ~
Some items get damaged while being handled in the warehouse itself. These damages are
rare though, and most of the times damages are limited to packing only. In such a situation,
Inventory supervisor gets the packing changed by the workers.
If items get damaged due to any accident then a claim need to be filed in insurance company.
Claim report is completed by Inventory TL. Insurance company pays the claim for the
damaged items. Inventory supervisor updates the system about this type of damage.
SAFETY PROCEDURES:
1. Use of forklift:
OR (Use Crane)
Heavy load??? Use forklift

~ 46 ~
2. Handling the Material:
(Brittle Material – Handle with care)
3. Stack package of one client at one place:
Keep this side up
Put the box in covered storage
Client ‘1’
Client ‘2’
Client ‘3’

~ 47 ~
Safety and Security:
1. All the workers and supervisors are given training about how to use fire extinguishers
when they join. In addition, a pictorial description is mentioned near every fire
extinguisher.
2. Inflammable materials are stored separately to minimise damage in care of an
accident. Mobile phones are required to be switched off near Inflammable material
area.
3. Order in warehouse is maintained by well planning, there are different sections to
stock different types of materials as per their categorization.
4. Docks and storage area are kept clean after loading/unloading. Separate cleaning
staffs are put in place for this task.
5. Two separate areas are dedicated for packing of despatch goods and packing of
vendor-type goods.
6. Every worker has a specific task for the day which is given to him as per requirement
(loading, unloading, binning, sorting, packing, picking etc)
7. Employees are checked thoroughly when they leave the premises to ensure there are
no pilferages.
8. Heavier items are lifted with a forklift, for that a forklift driver is always present.
9. Fast moving items are placed in lower boxes, so that it takes less time to proceed for
loading.
10. In a stack, heavier items are placed at bottom and lighter items are placed above them.
11. Up (↑) sign is seen and upper side is maintained as instructed.
4.1.8 WAREHOUSE PICKER
Unloading:
 Preparing task Schedule:
1. Client (whose products are to be stored in the warehouse) sends (or uploads it
into the software, if there is any) item-list along with the time of receiving the
material at the warehouse and send the list to warehouse manager for unloading of
products.
2. Warehouse manager sends the item list to receipt TL for unloading the material
before it arrives at dock.
3. Receipt TL gives the item list to receipt supervisor.
4. Receipt supervisor receives the truck at the dock and verifies the item list with the
invoice being carried by truck attendant is carrying with him.
5. After verifying and checking the invoice of the truck vis-a-vis with the item
receipt list given to him by warehouse manager, receipt supervisor allows the
truck driver/unloaders to start unloading the truck.

~ 48 ~
 Matching Items being unloaded:
1. Supervisor matches the codes written in the inventory list with the codes
mentioned on the boxes. These codes are given to the items by manufacturer
which includes details such as mfg date, mfg batch, product name etc. These
codes become unique ID for the products as each product is given a unique code
to it.
2. Supervisor remains present during the entire process of unloading, and checks
each and every item is unloaded as per the inventory list. Once he matches the
same and the items have been unloaded then he sign off on the challan/checklist of
the items which have been unloaded.
 Check for variances in quality of load:
1. While unloading, number of items are counted by the supervisor and matched
with their codes in the inventory list.
2. A certain sample size is checked by QC personnel. They check for quality of the
products received. If majority of the products from that sample are rejected then
the whole truck is returned.
3. While unloading, Supervisor checks for physical damages in the boxes and
physically damaged boxes are separated out in "freshly damaged" (goods which
are received from the manufacturer) section.
4. The report is prepared about amount of boxes found damaged and handed over to
the receipt team leader.
5. The fresh damaged goods are handed over to the PI inventory.
6. The PI inventory maintains a different section for freshly damaged goods and
maintains a record for it.
 SORTING: It is performed at some warehouses as per the needs:
1. Items are passed to sorting bay directly from unloading area.
2. All the boxes are opened, each item is taken out and checked for physical
damages, if found then it is taken out and team leader is informed who places the
claim to supplier about the damaged item. If any item is found with no code on it
then team leader sends a picture to the supplier who sends the code and then the
code is hand-written on the box.
3. Supervisor has the inventory list in which item-type (heavy, fast moving, handle
with care etc) is mentioned for each item.
4. Supervisor segregates the items on the basis of its type and directs labourers to put
items in different boxes; each box contains similar type items.
 Identify and report damaged/misplaced items:
1. Misplaced items are spotted during unloading itself by the supervisor as he has the
list of items to be received with him. So, he gets to know any shortage in receipt
or any wrong item received.

~ 49 ~
2. Damaged goods are checked by physical inspection. If supervisor feels that a
particular box is severely damaged and inside items need to be checked then he
opens up the box to check whether boxes inside are okay or not.
3. If any damage is found then it is reported to receipt team leader.
4. Receipt team leader sends these damaged items to packers for repacking.
5. After repacking, items are handed over to receipt supervisor who sends it to put-
away personnel who puts it in its specified location in the warehouse.
6. When supervisor spots damaged/misplaced items then he informs receipt team
leader who in turn sends claim document to the supplier for the
damaged/misplaced parts.
7. Supplier replaces the items in next order or compensates for the damaged items.
 Pre-packing before Storage: Receipt supervisor sends damaged items to packers for
repacking.
NOTE: In some warehouses, unpacked items are received from third party vendors.
These items need to be packed before storing them in the warehouse. So, these items
are directly sent to packing area after unloading.
1. Damaged items which need repacking are packed in the same packing type in
which they were received.
2. For unpacked items from third party vendors, clear cut instructions are given
about the type of packing by the client/manufacturer itself.
Labeling:
1. The boxes are opened up and each item is pasted with a unique SKU CODE created
2. These items are counted and again placed in the box. Every item is identified from
3. Supervisor makes the entry of the number of items being packed in the box.
4. The boxes are pasted with pre-generated LP (License Plate) codes and the unique
SKU code which contains the number of items per box. This LP tags help in put away
process for matching the location with LP Tag. One big box containing several SKUs
has one LP assigned to it.
5. The boxes are packed again and are ready for storage
NOTE: Vendor type items are received in bulk and they don't have any specific codes
for them. Items are allotted system generated bar codes before packing, and labels are
printed which consists of information like manufacturers name, manufacturing date,

~ 50 ~
item name, date etc. These labels are pasted on the items after packing. These codes
are provided by the manufacturer.
Put-away:
Picking materials from unloading bay:
1. Binner is given a list of items with the location of each item mentioned. The list is
given to him by receipt team-leader. This list is generated through software which
automatically assigns empty locations to newly arrived items according to the
quantity of items arrived.
2. Binner picks up the items from unloading area and takes it to the storage area. He
locates the exact location at which an item is to be stacked. Binner is made fully
aware of all the locations on a regular basis and informed about the changes, if
happened.
3. Before stacking the material, the code mentioned on the packing is matched with the
code mentioned in the bin-list. When both the codes match, then only item is picked
and proceed towards storage.
4. While picking worker checks the packaging of the items and then only proceeds to the
storage area.
5. While picking, worker checks the damage in packaging of the items, if damaged, he
brings it in the notice of supervisor. If possible, repacking is done at the spot;
otherwise it is put in damaged category. These goods are then moved in damaged
section.
6. Before picking, the worker matches the code of each item with the code mentioned in
the pick list. If item is found without code, then it is brought in the notice of
supervisor.
Reporting format: Receive all packages in the receiving/unloading dock:
1. If the procedure is completely software system controlled (scanners are used for binning
etc) then at each step entry is made about number of items received and system is updated.
2. If process is not totally system operated then following documents are filled:
(A). CRN (Consignment Receipt Note) is prepared by receipt supervisor. It is given to the
truck attendant containing information about the material received, date of receipt, total
number of items received etc.
(B.)Check-list: This list consists of information of all the items received; it is filled by receipt
supervisor and handed over to receipt TL.

~ 51 ~
Apply picking methods and perform put-away:
1. Fast moving items (which are unloaded and loaded on daily basis) are stacked in
lower racks to reduce the loading time.
2. Heavier items are picked by a forklift. A forklift machine with a dedicated driver is
always present inside the warehouse to cater to this need.
3. Lighter items are stacked manually.
4. Every picker has a target of picking certain items. This target is given to him by
receipt/despatch supervisor. It is changed on the basis of PDP (Per Day Plan). PDP is
set on the basis of total items to be loaded/unloaded in a day and the tasks are
distributed among the workers accordingly.
5. PDP is done by warehouse manager with the help of receipt/despatch/inventory TL.
6. The worker picks the items from unloading area and brings it to storage area.
7. The binner matches the item with its location in the list and places only if both the
location matches.
8. After placing the item in its respective location, he signs off in the list.
-Health & Safety procedures
 Labourers unload items keeping in mind the instructions (handle with care, orientation
of boxes etc) which are communicated to them by the supervisor.
 Instructions are also mentioned on the boxes being unloaded. Arrows (up/down) tell
direction in which upper side is to be placed. Umbrella sign tells keep the items
indoor. A glass sign tells 'handle with care'.
 Heavier items are lifted with a forklift, for that a forklift driver is always present. Fast
moving items are placed in lower boxes, so that it takes less time to proceed for
loading. In a stack, heavier items are placed at bottom and lighter items are placed
above them. Up (↑) sign is seen and upper side is maintained as instructed.
 Small items are picked manually.
 If large quantity or heavier items need to be stacked on higher floors then also a
forklift is used. All the workers and supervisors are given training about how to use
fire extinguishers when they join. In addition, a pictorial description is mentioned near
every fire extinguisher.
 Inflammable materials are stored separately to minimise damage in care of an
accident. Mobile phones are required to be switched off near Inflammable material
area.

~ 52 ~
INVENTORY- Warehouse picker:
Stock Count:
1. Every day the Inventory TL gets schedule of checking the stock of items from the
client. In some warehouses the whole stock is counted everyday and in some
warehouse certain amount of items are checked as desired by the client.
2. Inventory TL gives this schedule to inventory supervisor who gets workers to do this
job.
3. Every day the amount of stock despatched and received is counted.
4. Incase of any misplaced item, previous stocks of 2-3 days are compared by inventory
TL and the location of the misplaced item is identified. This situation arises because
pickers, out of negligence, pick the items from a location which is not specified in the
pick list.
5. Once the misplaced items are located, their new location is rectified in the system by
inventory TL.
Damaged/misplaced Inventory:
1. Inventory personnel monitor all the damaged/misplaced goods and create a separate
section for these items at separate section in the warehouse.
2. PI inventory distinguish the goods in categories- freshly damaged, good, RTO (return
-to- order).
pick list.
4. Inventory supervisor makes a separate list of those items which are found damaged
while counting.
5. Then, these items are transferred in a separate section of warehouse.
6. If similar items are placed at different locations in small quantities, then Inventory
supervisor places them at one location and makes a list of these items and reports to
Inventory TL.
7. Inventory TL updates the software with the new location of the items.
8. In case of any accidents, it is the responsibility of inventory TL to fill out damage
claim forms for insurance claim.

~ 53 ~
OUTBOUND- Warehouse Picker:
Preparing Task Schedule:
1. As per the needs of the client, a despatch order is received by despatch TL in the
morning.
2. He prepares a system generated pick list of all the items to be despatched. Location of
the items is also mentioned in the pick-list. He distributes the pick list to different
pickers. Each picker is given hourly targets and has to pick a certain minimum items
per day. An individual picker is given items which are of one category preferably.
3. In some warehouses, labels (MRP tags) are provided by the client. These labels are
handed over to the pickers by despatch supervisor for the items mentioned in their
pick list. These tags are pasted on the items while picking it.
4. In other warehouses, labels are pasted on items after picking and during packing.
-Out bound inventory list
Out bound Inventory list contains the items that have to be despatched from the warehouse.
Inventory list includes
 Well-defined Location from where items need to be picked
 code of the item to be picked after reaching location
 amount of quantity to be picked
-Codes understanding
 Products are identified with different codes which have been given by the
manufacturer.
 Picker is given the out-bound inventory list which has the code of the item to be
picked. Picker reaches the location and each character of the code on the item with the
code mentioned in item-list.
 Each character of the code has to be read and matched with the item-list.
Perform Picking with Appropriate Picking Methods:
1. Before handing over the pick list to pickers, despatch supervisor cross checks the
items to be picked in the stock. If required number of items is present in the stock,
then only pickers are sent for picking process.
2. Pickers are given the pick list by despatch supervisor. The pick list contains
information about storage bays in which items are stored. Pickers locate the
appropriate storage location for the items to be picked.
3. Pickers are made aware of all the locations in the warehouse during their initial
training.
4. The pick list has the information about exact location of the item, including
shelves/bins. Pickers locate the shelves/bins for the items to be picked.
5. Picker reaches the shelves/bins and matches the SKU CODE on the item with the
code mentioned in the pick-list and then only picks the item.

~ 54 ~
6. Forklift is used to pick heavy items. A forklift driver is kept standby to cater to this
need. Whenever there is a need to pick heavy items, the driver is called. Small items
are picked manually.
7. Picking is performed by removing the items from pallets/bins/shelves.
8. Heavy items are picked by a forklift and lighter items are picked manually.
9. In some warehouses, items are labelled with an MRP tag which is provided by the
client. This tag is provided for each and every item which contains all the information
about the item like batch no., mfg date, product code etc. Pickers receive this tag from
despatch supervisor along with the pick list. Before pasting the label on the item,
pickers verify the codes by matching the product code mentioned on the item with the
corresponding MRP label as mentioned in the pick list.
10. Before picking an item, picker makes sure that there is no physical damage to the
packing and product code is there on the packing of the item which he matches with
the code given on the pick list.
11. For items which need to be labelled with an MRP tag, Items are picked only after the
picker labels them with the MRP tag.
Identify and report damaged/misplaced items:
1. While picking, goods are checked through physical inspection. If picker finds that a
particular box is severely damaged and inside items need to be checked then he opens
up the box to check whether boxes inside are in good condition or not.
2. Any misplacement found are reported to PI Inventory who in turn finds out the exact
location of the item in case it is misplaced.
3. In case of damaged items found, Inventory personnel handle the damaged item either
by repacking or putting it in the damaged category.
4. If repacking, items are handed over to despatch supervisor otherwise damaged goods
are moved to the damaged section.
5. The PI section maintains record of all the goods found
misplaced/damaged/irreparable.
6. PI sends the report to the client, in response to which client takes the decision
according to their requirement.
Verify Items Picked and make System Entries:
1. When picker picks all the items then he takes the items to packing area and handover
the pick list to supervisor.
2. All the items are verified by despatch supervisor by matching with the pick list
3. After verifying the items, the picked items are handed over to packing personnel.
4. If any physical damage is found by the picker then team leader is informed who
intimates to client about the damaged item. Claim is placed to insurer through claim
form in which details about type of damages is mentioned.
5. In case of accidents, the claim is sent to the insurer including all the details of
mishappening.

~ 55 ~
Packing:
1. Client sends information to despatch team leader about the items which need to be
packed.
2. If two or more items are required to be packed in one packing as per offers given by
the client company. In such a situation, client sends information regarding type of
packing and items which need to be clubbed in one packing.
3. Despatch TL makes a list of those items and gets it picked by pickers.
4. A separate section is dedicated for packing in the warehouses. All the items are put in
the packing area by pickers. Packing process starts once despatch supervisor verifies
the right picks.
5. Client gives information related to type of packing required to despatch team leader
through software system.
6. Despatch TL conveys the information to packing supervisor who in turn conveys it to
packing personnel.
7. In packing area, several packers are present at the packing bay.
8. Despatch supervisor hands over the items to packing personnel after verifying the
right picks.
Labeling:
1. Packers are provided with the information related to type of packing to be used.
2. Packers are also given any additional information. For example, if any coupons are to
be inserted in the packing, if invoices are to be attached.
3. If there is any offer on the items, then these items need to be clubbed together. This
information is also given to packers by despatch supervisor.
4. If warehouse is managed for a home delivery client, a bar code is pasted on the items;
this bar code contains all the information about the product. It is given to packers by
despatch supervisor who receives it from either client or codes are generated in the
warehouse itself by despatch TL.
Precautions: When pickers go for picking the items, due to the human error, they label the
wrong item with the MRP tag. This happens because they don't understand the gravity of
the situation. Because of this error, sometimes wrong item is supplied to the customer and
company has to pay a claim for that. This situation can be avoided if labels are
electronically verified (through scanners) rather than doing it manually.
Loading:
1. Once items are packed, it is sent to the loading area through labourers.
2. Labourers use trolleys to take the items to loading area.
3. If there are multiple receivers from one truck's items then one customer's items are
placed at the palette in loading dock.

~ 56 ~
4. Despatch supervisor remains present during loading. He has a list of items to be
loaded with him. This list is given to him by despatch TL.
5. Despatch supervisor ticks off the items which are loaded in the truck. Truck
attendants are shown quality of the items by opening a certain number of boxes as
mandated by the client. In some warehouses, a QC person also remains present while
loading. This person represents client.
Damages/Accidents while Picking:
1. Inventory personnel monitor all the damaged/misplaced goods and create a separate
section for these items at separate section in the warehouse.
2. PI inventory distinguish the goods in categories- freshly damaged, good, RTO(return -
to- order).
pick list.

~ 57 ~
4.2 TCI FREIGHT DIVISION
TCI freight can be distributed into three levels—the branch level , controlling level , regional
level. The branch level basically deals with all the bookings and delivery of the goods. The
controlling level handles the branches in that area and regional level handles the working of
controlling offices.
Visits were made and based upon the understanding of functioning of the different division,
crucial roles were identified and their SOPs were prepared. The crucial roles that were
identified are given below:
1. Booking supervisor
2. Delivery supervisor
3. CSH (Customer Service Hostess)
4. Branch Head.
4.2.1Booking Supervisor
Booking supervisor takes care of all the responsibilities regarding booking of orders,
handling the queries about the order and preparing the goods for despatch. Booking
supervisor needs to convey all the information regarding the rules and regulations being
followed by the company.
1. Booking the order
There are some required forms and conditions that have to be fulfilled; these have been
explained in the following sections:
 Filling the GFN (GOODS FORWARDING NOTE) form:
1. Booking supervisor should give the form to consignor to fill the required details-
consignor address, Consignor code, consignee address, consignee code, weight of
each packet, number of packets.
2. Supervisor should ensure that both the sides of the form are signed by consignor.
 Invoice of Goods:
 Supervisor needs to collect the invoice of goods and should match it with GFN
submitted by the consignor.
 Type of delivery methods:
Supervisor needs to ask which kind of delivery methods the client wants:
1. Godown delivery.
2. Door delivery.

Jaskaranbir Aujla 13dm082

Recomendados

Recomendados

Más contenido relacionado

La actualidad más candente

La actualidad más candente (20)

Destacado

Destacado (9)

Similar a Jaskaranbir Aujla 13dm082

Similar a Jaskaranbir Aujla 13dm082 (20)

Jaskaranbir Aujla 13dm082