Warehouse Process Manual

The warehouse department is primarily responsible for receiving products from clearing agents, warehousing, and releasing of products to customers. Its functions also cover the areas of accounting for products through proper record keeping and reporting to management on stock information.

Abbreviations, Acronyms and Definitions

ICT Information Communication Technology

CE Chief Executive
COO Chief Operating Officer
OEM Original Equipment Manufacturer
HP Hewlett Packard
QMS Quality Management System
BU Business Unit
AM Account Manager
QW, Quarantine Warehouse.
MW, Main warehouse
GIT Goods in transit.
B2B Business to Business
FOB Freight on board.

Dynamics is a line of enterprise resource planning and customer relationship management software applications used in TD.

Scope of Operations

This Procedure covers warehouse related activities of the company as stated below:

Receiving of products from clearing agents

Releasing of products to customers
Accounting for products through proper documentation
Weekly Reports
Safe keeping of all products.
Weekly stock count by Warehouse staff and Quarterly stock count by Warehouse and Audit team
Keeping of manual inventory record for ease of reconciliation.

Purpose

This manual provides ample description for the system and processes required for the efficient and effective management of all Warehouse related activities as carried out by the department.

Authority/ Responsibility

The Warehouse Manager is responsible for ensuring total compliance with the requirements stated in this Process manual. And, to maintain a consistent workflow within the department.

Departure from Procedure

Adherence to all procedures stated in this manual is obligatory for all members of staff in the department. Any deviation from this procedure must be duly authorized by the Head of the department.

OUR VISION AND MISSION

Our Vision

Our vision is to be a global leader in distribution, empowering Africa with transformative technologies.

Our Mission

To ensure accessibility, affordability and useability of technology across Africa, empowering individuals and businesses, nurturing local innovations and steering a sustainable digital evolution

QUALITY POLICY STATEMENT

We are committed to empowering all our stakeholders with exceptional experiences in the technology ecosystem. At TD Africa we know that poor quality products can cost loss of market, time and credibility. To uphold our quality policy, we maintain zero tolerance for deficiencies. We understand the importance of prompt quote response, quality products and timely delivery.

TD Quality Objectives

To achieve the %age Gross Profit Margin approved by management annually.
To keep age inventory at a maximum level of 10%
To ensure aged debt is not more than 15%
Achieve 100% customer satisfaction.

Departmental Quality Objective

100% adherence to stock taking plan.
Achieve 100% accurate recording of all products received and issued.
To ensure we offload any container or trucks that come in on or before 12 noon same day and beyond 12 the next day.
To ensure that all approved scannable products are released within two hours and unscanned SOPs within one hour of approval.
To meet 100% of the FY24 turnover target.

Infrastructure /Work Environment

An updated list of infrastructures/tools used within the department is maintained by the group facility manager.

1.10.1 Inter- Relationship with others Department

S/N	DEPT	DESCRIPTION OF NATURE OF THE RELATIONSHIPS WITH OTHER DEPARTMENTS.	PROCESS INPUTS/ DOCUMENT	PROCESS OUTPUTS
1	HR/Admin	Recruitment & Supply of Personnel to Warehouse Dept.	Request for warehouse personnel to HOD Admin/HR.	Recruitment, selection & Provision of Competent personnel
		Conduct Periodic Staff appraisals for Warehouse Dept. Staff	Ensure that all staff complete their appraisal on dynamics & forward same to HR/Admin.	· Promotion of worthy staff based on merit. · Issuance of confirmation letters to staff. Short listing of warehouse staff for annual training.
		Redeployment of members of staff of the Dept. based on HOD’s request	Issue of redeployment requests to HOD HR/Admin	Redeployment of staff.
		Catering for Welfare of Warehouse Department Staff	Forwarding of departmental staff sick/ annual leave to HR/Admin.	· Approval of sick leave based on doctors’ recommendations. · Approval of annual leave for members of staff of warehouse department.
		Establishment/implementation of Disciplinary Actions against erring staff	Forwarding of notice of gross misconducts of members of staff of the Department to HR/Admin for appropriate action.	Issue of disciplinary letters to affected staff.
2	Sales	Raising of SOP on workflow.	Products arrangement in line with SOP created	Invoice the order after audit approval, check and release it to customers.
3	Procurement	Receive parking list of in-coming products from procurement.	Report any discrepancies – in terms of incorrect product quantity & the condition of the products.	Storage of products received

WAREHOUSE PROCEDURES

Receiving of Products

Parking lists are received from procurement before products are received.
Products are received from agent(s) by the Warehouse personnel, and the Agent.
Products are counted by both the Warehouse personnel and the Agent’s representative and compared with the packing list from Procurement and any discrepancy is shared with both Procurement and Sales.
The two parties sign the invoice received from the Procurement department after all issues have been cleared.
Products are sent into the main warehouse and stacked according to products part numbers and description.
A copy of the signed invoice is posted into the system by our system administrator who is not a warehouse staff.

Releasing of Products to Customers/Branches

The Sales department notifies the Warehouse department on sales order/ pro forma invoices.
Products are brought out as per the contents of the sales order, awaiting outbound confirmation before they are released to the customer.
After out-bound confirmation, delivery notes for the sales order are printed out.
The Products released from the warehouse are verified by both Store personnel and Outbound staff.
After confirmation the products are released to the customer after signing the delivery note by the three parties involved (Out bound staff, Warehouse personnel and the customer)
Products are also released to branches upon receipt of requisition from the branch. The requisition would have been duly approved by the product manager and warehouse manager

Invoicing Procedures

What to look out for before invoicing:

An approved SOPs that is ready to be pick by customer/delivery
Sale sends a mail to TDSTORE/ INVOICING OFFICERS, sending the pick-up detail/address of delivery
For SUPER APP transaction it requires an Auditor approval to invoice
Warehouse supervisors send a mail to invoicing officers to invoice after the items in the SOP has been arrange and capture serial numbers for the ones that requires it.
For FOB transaction Audit send a mail to Account to invoice the PO after the PO has been invoiced, then SOP invoicing can take place.
For invoicing to go through the items on the SOP must be available in the Warehouse selected on the while raising the SOP.

Invoicing Procedure

On dynamic home you select ALL SALE ORDER, then you select MY VIEW, you paste/ type your SOP on a column down the sale order then you click OK.
On the dashboard click PICK AND PACK then click PACKING SLIP
For the parameter that show up on quantity you select ALL, on print select CURRENT, posting must be YES, print packing slip must be YES, use print management destination must be YES
After the parameter has been selected then you click OK.
Then you go back to the dashboard you click INVOICE then click INVOICE AT YOUR LEFT HANDSIDE, fill the parameter as the previous one then clicks OK.

Creating of Movement Journal

Click on inventory management from modules
Click on movement
Click on new
Note that creating movement journal in TDL will be minus (-), while TDUK will be plus (+) on the quantities.
If your movement journal is not displaying warehouse, click display dimension beneath the movement journal number.
Click on site
Click on warehouse.
Click OK.

Creating Journal for stock transfer

Go to inventory management
Go to journal entries drop down box
Click on Transfer
Click on New
Click Ok
Under journal lines, click New
Fill the parameters
Click on save and validate
Treating a Transaction that requires serial numbers

USING EXCEL

Go to Microsoft Excel
Click on Open to open the Application
Scan the serial numbers
Go to file
Click on save As
Type the name you want to use in saving the file
Click on “save as type” toolbox and select CSV (Comma delimited)

HOW TO UPLOAD USING EXCEL

Go to All sales
Click on sales order drop box, type the s.o.p number
Go to pick and Pack
Click on Post packing slip
Sight for Parameter
Click on Quantity drop down box and select ‘’ALL”
Scroll up and sight for Update line
Click on “Update line” drop down box and select upload serial numbers

HOW TO SCAN DIRECTLY INTO DYNAMICS

Go to All sales
Click on sales order drop box, type the s.o.p number
Go to pick and Pack
Click on Post packing slip
Sight for Parameter
Click on Quantity drop down box and select ‘’ALL”
Scroll up and sight for Capture serial number
Click on “ADD”
Start scanning
Click on “save” once you are done scanning.

Receiving and Releasing of DOA

Process of receiving DOA

Note: Before the store receives any DOA, the salesperson must be given instructions to receive.

The customer takes the DOA item to our service Centre (TD PLUS) or HINCKLEY for DOA confirmation
Once it is confirmed as DOA, a DOA certificate will be issued to the partner
The partner brings the item to warehouse, store vets the DOA certificate, sends a mail to MIS to verify the serial number, once it is verified that it was sold by TD AFRICA.
Store will acknowledge the DOA Certificate and receive the DOA item from the partner
A mail will be sent to the salesperson informing him/her that the DOA item has been received
The salesperson will follow up by instructing Uzor of DOA unit to log the order.

Process of Releasing DOA to DHL

The DHL representative brings HP DOA pick-up claim Documents and hand’s it over to the store person
The Store person verifies if the Documents was addressed to TD AFRICA, once he is satisfied
He checks for the serial numbers stated on the DOA Documents on his mail
His mail will confirm if those serial numbers has been returned or not
Once they are confirmed returned, he hands the documents over to the store assistants
The store assistant goes to the DOA unit and brings the items carrying the serial numbers shared by HP
Once he is done bringing them out, he hands them over back to the Store officer treating the DOA claim.
The store officer checks if what was brough out is the correct serial numbers, once he is satisfied
He raises a return out journal, signs on it; the DHL representative will also sign after confirming the items he wants to pick
The store officer and the DHL representative will also sign on the HP DOA PICK-UP CLAIM Document; it must carry their full name, company name and stamp
Once this is done, the store person will make a copy of the DHL representative identity card and attach it to the HP DOA PICK-UP CLAIM Document.
Once this is done, the store officer takes the document to the warehouse manager to verify the pick-ups and appends his signature on the return outward journal.
After this, A member of the outbound (Audit) comes to also verify every of the items raised on the transfer journal and compare it with the physical items, once he is satisfied, he appends his signature and grants the DHL representative a pass.
At the exit door, the security man will also cross-check the documents and the items before granting him a final pass.
After attending to the DHL representative, the store officer will now send a mail to the salesperson in charge of the item putting in copy Td operations, Td Audit, Uzor of DOA, Td rebate and Td store.

Process of Releasing goods to Konga

After spotting the SOP that the salesperson has raised on the workflow on dynamics, I follow up until the transaction is approved and invoiced, before proceeding to sign and collect the product.
Once the item is in my custody, I commence with the packaging process depending on the item(s) I intend to deliver, while also ascertaining that the packaging standard, in accordance with the rules and regulations recommended by Konga team, is strictly adhered to.
At this point, I proceed to print out the official Konga document, [“waybill” for Konga-now transactions, and “order summary” for online transactions respectively]. The document is usually attached to the SOP on dynamics and/or sent on the mail of the transaction.
The next step is crucial, it is to cross-reference to see if the “order number” on our TD’s delivery note corresponds with the “reference number” on Konga’s document, while also comparing to confirm the similitude of the item’s description on the two documents. If the information on the two respective documents do tally, I then proceed to attach each document to the right product(s). This step is carried out meticulously, as any mistake will result in customers receiving the wrong products and items they didn’t order for.
After the above-mentioned procedures have been carried out, I then proceed to take the item(s) out to the Konga store for delivery, after which a mail is sent to confirm and update the status of the transaction as “delivered”.
Finally, I input the details of the transaction(s) for the day on excel, to keep it updated for future reference (as is also recommended by the Konga team).
Scanning and saving of customer hard copy document in the system

Cross check the document (hard copy) with the outbound record to be sure it tallies.
For the document(s) that has pin on it, ensure it is removed before inserting them into the scanner.
Ensure to connect PC to the scanner
On your PC, open the SCANNING APP (CHRONOSCAN CAPTURE) with a double click (ensure your network is connected)
The APP will open by providing a page requesting for login
After login, wait for like 1 or 2 minutes for page to come up, on the top left of the new page, click on OPEN BATCH and double click GBAGADA 2 if you’re scanning for GBAGADA but if you’re scanning for another branch, double click on the branch you’re scanning for and wait for the process to complete.
Click on DOCUMENT SPLIT to input the number of document(s) pages each SOP have (e.g. if SOP 999999 have 5 pages, once the document split is open, type 5 in the provided space) press enters and click on START-INPUT.
Click on START SCAN to scan but ensure the printing surface of your document(s) in the scanner is upward.
After scanning click on close for the document(s) to automatically save, then you double click on each document you scanned to save with the customer & SOP
Once each document is open ensure to zoom to enable a clear view of the document, then on top right of your PC look for the below and fill.
Document type ———————
Customer name ———————–
Sales order purchase ————type in full.
Invoice date ——————————
After filling the above using the document you open after scanning, click on SAVE CHANGE on top of the dashboard and do not interrupt the process until your PC display “OK”, to return to the scanning page click on scan/input on the top left of the dashboard.
Return the HARD COPY to outbound team

Reversal Process

When an item is returned due to cost, change, damaged/rejected to the warehouse for reversal,

Warehouses inform the product manager/sales representative via mail
The Sales representative initiates a reversal process to the Audit
Audit instruct the Warehouse/Outbound to confirm
Upon confirmation, Audits instruct the invoicing officers to input/upload serial numbers for reversal.
To input/upload serial numbers:

Click on the navigation pane and select from the options sale’s reversal capture on dynamics
Standard view for item ID, Serial No. sales ID is displayed.

Click new and input item ID, Serial No., Sales ID

Click save.

The case whereby the serial numbers for reversal are much:

First save the serial numbers on csv format.
Click on the navigation pane

Select sales reversal capture from the options displayed
Click on upload reversal

Click yes
Click browse
Select your csv file save from the options displayed

Click open and upload.

Upon successful upload we respond via mail that serial numbers have been uploaded/captured
Audit team treat and respond treated.
After reversal of the old SOP a new SOP is drafted/approved containing the item returned for reversal
Invoicing officers upload serial numbers on the new SOP with steps shown above and invoice out the re-invoicing SOP.
The case whereby an item is rejected, it does not need re-invoicing only reversal is ensured for balanced inventory

N.B: The case whereby an SOP is being reversed due to cost, Invoicing Officers request serial numbers from MIS to upload and re-invoice the new SOP.

Receiving of B2B, MW, and FOB items on dynamics

Step 1: Confirm that the product has been received physically into the warehouse through mail or packing-list.
Step 2: Confirm that the product has been invoiced by M.A team.
Step 3: Use the dynamics number, otherwise called PO to be sure it corresponds with what is on the packing-list.
Step 4: On dynamics, you open all purchase order and transfer to enable movements.
Step 5: After inputting the item number as found on the PO, we copy them into the transfer platform, one after the other depending on how many items are on the PO.
Step 6: After we are done transferring, we validate to be sure that there are no errors, and thereafter it can be posted.

PROCESS OF INVOICING CISCO LICENSE (SMART NET)

The process begins when the SOP is approved on the dynamic:

This follows the regular invoicing process:

Click on:

Pick and pack, then
Packing slip.

(A) The above process will help to generate a packing slip-PLEASE DON’T PRINT.

The same process will need to be repeated, but only click on:

Then
Second invoice by the left side

CLICK OK.

The above process will help to generate an INVOICE- again don’t print (Reason is that this non-physical products) END.

DCR UPLOAD MANUAL.

Step 1: Open a browser using the following web address DCR http://dcr.imwav.com:6800/login.
Step 2: Fill in the user ID and password using the details below.

User ID : NG10013812

Password:

NB:

The password is confidential.
You are not permitted to change the login password.
Step 3: After entering the user ID and password, the page below will pop up.
Step 4: By the left-hand side of the system, look for Sales as shown with a yellow arrow and click on it.
Step 5: Once it’s opened, click delivery order. Once done successfully, a new page will open as shown below. click the Add button.
Step 6: Once completed, you will be directed to the page below where you will fill in some details such as shown. Please take note of the following details carefully when filling in the space, as it is irreversible once the upload is complete.

Seller: Technology Distribution Limited. (Default)
Warehouse: W.H.TD WNG10013800
Date: Fill the date in real-time.
Buyer: Fill in the customer’s name you are uploading for as shared in the Excel sheet.
Step 7 : Once the space has been filled, you can copy the IMEIs scanned or scan the IMEI directly into the box as shown below and click check to confirm the validity of IMEIs.
Step 8: Once that is completed successfully, the list of successful IMEIs will be listed by the right-hand side with the total delivery quantity shown. See the image below.
Step 9: Once that is completed, scroll down and click the submit button.
Step 10: Once that is completed, you will be directed to a page where you will be allowed to download the delivery order and share it. See the image below.

Note: The image I circled here is an example of how each upload would look like.

Step 11: Once the upload is successful, click the PRINT icon at the end of the circles’ image shown below to download the transaction receipt and save it as a PDF
Step 12: Once the download is successful, you should have a DCR receipt of this nature.

Warehouse Automation Process.

Creation of Purchase Order (PO)

After the operation team creates the Purchase Order (PO) in the system, the expected shipment packing file along with IMEI/serial numbers is distributed to all relevant stakeholders.

Receiving Shipment

Once the physical shipment is received, the warehouse staff allocates the stock into designated racks or shelves. An allocation table is then shared with the inbounding team to facilitate the accurate entry of inventory into the system, based on the designated locations.

Inbounding Team Action

Following the distribution of the allocation table, the inbounding team proceeds with their tasks to update the system accordingly.

WAREHOUSE AUTOMATION

(SCANNING & INVOICING TRANSACTION PROCESS)

SOP Submission and Approval

Once the Standard Operating Procedures (SOPs) have been submitted and received approval,

they will be automatically displayed on the warehouse scanners.

Accessing the SOP

The warehouse team must search for the approved SOP on the scanner. Open the designated SOP and proceed to scan the serial numbers corresponding to the quantities specified within. Note that the newest SOPs are typically listed at the bottom of the list.

Reviewing the SOP Details

Upon opening the specific SOP, all relevant part numbers will be displayed as they appear within the Dynamics system. The scanner’s interface will mirror the arrangement of sales lines, including the respective quantities for each item.

Scanning Items

Select the desired item number and proceed to scan it. This step should be repeated for each

item number listed on the SOP.

Finalizing the SOP

After scanning the last item associated with the SOP, a prompt will appear on the scanner

inquiring if you wish to post the packing slip. Select “Yes,” at which point the scanner will

automatically submit the packing slip to Dynamics.

Invoicing Process

Once the posting is complete, the invoicing officer should proceed with the invoicing of the SOP accordingly.

Accounting for Products through Proper Documentation

Document for Incoming Products

Invoice From procurement Department – used to receive products from OEM.
Return Inward Booklet –Entering of products Returned by Client/Branch
Return-outward Booklet- Returns of products to OEM.
Manual delivery note – It is used to release products to customers whenever there is system down time.
Return outward document/file – It is used for the return of products from the Branches.
Clearing Agent’s file – It keeps records of delivery by each of the agents and it is kept by auditors.
Files for branches –It keeps record of requisition of items sent to the branches.
Warranty File – Used to keep warranty product from branches and customers.

Manual Release of Inventory for Delivery

Manual release of inventory occurs occasionally where there are some system glitches such that we cannot afford to keep the customer waiting.
Warehouse Manager to send a mail stating the reasons and constraints delaying or stopping the SOP and invoicing process to the CMD or cE for approval to release manually with Audit in copy. However, where the SOP is already approved by Audit, only the Product Manager approval can suffice.
The Warehouse and Sales Team take responsibility for ensuring this is regularized within 24 hours or as soon as the Dynamix is up and running to avoid inventory variances.

Return Inwards (branch to branch or branch to MW Transfer)

Documented record of request for inventory by the branch through email by the branch Store to the Warehouse Manager
The above request must be supported with approval obtained by the Sales Team due to unavailability of stock at the requesting Store/branch to service customer order.
The Warehouse Manager confirms the above approval as justification for releasing the inventory.
The Warehouse Manager directs the Store to release inventory and create movement journal to transfer the inventory in Dynamics away from the MW or sending branch to the receiving branch warehouse immediately for posting to avoid variances.
The above movement journal to be posted by Audit after confirming all the approvals and documentation immediately the items are released from the sending warehouse.
The Audit is to share details of the journals to the receiving branch and all parties for their records and tracking.

Reporting

Weekly stock position update to Sales Department and the Management
Reporting of damaged items/torn cartons.

SAFE-KEEPING OF PRODUCTS

Products are arranged according to their weight and size.
Products are also arranged on pallets.
Stacking products in line with segmentation
Ink cartridges are kept in a cool environment to avoid deterioration.

MONTHLY/ QUARTERLY STOCK -TAKING

Counting of stock is in pairs- audit and warehouse staff.
The stock report is being pulled out of dynamics for the BU to be counted and compared with physical count.
Part numbers are entered in the stock count sheet as stock is counted.
Comparison of stock counted by audit and warehouse staff.
Stock counted collated in a single sheet for use and sent to the MD by the auditors.

FUMIGATION OF THE WAREHOUSE

The warehouse is fumigated at least twice a year (See record with HR)

FIRE PREVENTION

At least 10 fire extinguishers are kept in the warehouse.
Ensure that the smoke detector is functioning in the warehouse.
Ensure that at the close of work all electrical appliances are put off.
Make a fire escape plan. It is important that you plan your escape route and set boundaries around staying or leaving in case of a fire.
Remove fuel and any inflammable materials around the warehouse. That is, ensure there is no casual storage of fuel in kegs etc around the warehouse.
Talk to an expert about firefighting equipment and water supply.
Be prepared and conduct periodic fire training for fire awareness and fire prevention skills among the warehouses staff.
Ensure the fire extinguishers are serviced as at when due.

Steps to take during Fire outbreak.

Alert everyone in your warehouse whenever there is fire alarm: get together and take your planned route out.
Meet at your agreed point.
Do not mind your valuables at the risk of your life.
Feel doors before opening: if warm, do not open as there may be fire on the other side.
Shut all doors behind you on the way out.

CORRECTIVE ACTION

The department makes enquiries into reported cases of nonconforming services or identified cases of nonconforming services with the aim of identifying their root cause or causes without delay.
Subsequently, corrections and corrective actions considered appropriate to the effects of the nonconformities encountered are proffered and implemented.
All corrections and corrective actions implemented are evaluated for adequacy.
Corrective actions relating to Issues of companywide nature are discussed at appropriate meetings such as management meetings.
Records of activities relating to handling of nonconformities are maintained including details of the nature of nonconformity and action taken to correct such.

PREVENTIVE ACTION

As a proactive measure taken to deal with probable nonconformities, the following procedures are observed by the department:

Proper inspection is carried out by warehouse personnel at the point of receipt of items.

In case of nonconformance, materials are rejected immediately.

DEPARTMENTAL MEETINGS

Departmental meetings are held every Monday.
Minutes of the meetings are documented.

RECORDS

A list of all QMS records is maintained in the index of records for the purpose of inventory and control of the total files in the department with suitable retention.