Escolar Documentos
Profissional Documentos
Cultura Documentos
Table of Content
Table of Content..........................................................1
Introduction................................................................3
1. Introduction .........................................................................................3
2. About this Unit Standard : Receive Stock.............................................3
2.1 Unit Standard Alignment ..........................................................................3
2.2 Learning Units...........................................................................................4
2.3 Learner Support........................................................................................5
3. Assessment .........................................................................................6
3.1 Formative Assessment .............................................................................6
3.2 Summative Assessment ...........................................................................6
4. Navigating the Learner Guide...............................................................7
4.1 Use of Icons ..............................................................................................7
5. Learner Administration ........................................................................8
5.1 Attendance Register..................................................................................8
5.2 Learner Registration Form.........................................................................8
5.3 Programme Evaluation Form ....................................................................8
1
Learner Guide
2
Learner Guide
Introduction
1. Introduction
Welcome to the Unit Standard : Receive Stock – this is an NQF registered unit
standard (SAQA Reg. No 114896 ).
The purpose of this unit standard is intended for people who will receive
stock in a wholesale or Retail outlet. Persons credited with this unit standard
operate in a number of contexts, of which some may be non-routine. They
demonstrate the ability to make comparisons and interpret available
information.
This Unit Standard has 3 Specific Outcomes with related assessment criteria that
must be achieved by the learner before credits are awarded.
3
Learner Guide
Receiving Goods
4
Learner Guide
Learner Tip:
Specific Assessment
Module
Outcome Criteria
Receiving Goods SO 1 AC 1 to 5
Please remember that as the programme is outcomes based – this implies the
following:
• You are responsible for your own learning – make sure you manage your
study, practical, workplace and portfolio time responsibly.
• Learning activities are learner driven – make sure you use the Learner
Guide and Portfolio Guide in the manner intended, and are familiar with
the Portfolio requirements.
5
Learner Guide
3. Assessment
Learning Outcomes:
In each Learner Guide, several activities are spaced within the content to assist
you in understanding the material through application. Please make sure that
you complete ALL activities in the Learner Guide, whether it was done during
the contact session, or not!
Learner Tip:
Remember:
Therefore …
Please make sure you complete all activities for your Portfolio.
6
Learner Guide
Throughout the learning programme icons are used to focus your attention on
important aspects of the learning programme. The following icons are used in
this learning programme to direct your attention in using at as a reference guide.
Individual Activity:
Self Reflection:
Learner Tip:
Resources:
Possible sources for further research and study is listed under this
icon. Resources may include additional reading, handouts, web-
sites, multimedia
7
Learner Guide
Self Assessment:
You have come to the end of this module – please take the time
to review what you have learnt to date, and conduct a self
assessment against the learning outcomes of this module
5. Learner Administration
Learner Tip:
You are required to sign the Attendance Register every day of attendance.
Please make sure you sign daily!
Pease refer to the end of the Learner Guide for the Learner Registration Form.
Make sure you complete it using the Key Document, and submit to your
Facilitator before the end of the contact session with a copy of your ID
document.
Learner Tip/Truths:
8
Learner Guide
Receiving Goods
When stock arrives at the organisation, it will more than likely arrive in a truck or
in a container, which needs to be off loaded.
Before you start the offloading processing you need to know not only what the
stock consists of but also its characteristics.
Learner Tip:
The less the stock is moved the less chance there is of damage to
the stock
If the stock requires any form of special attention it will have a label on the
outside of the packaging (box, crate, container etc)
9
Learner Guide
Have a look at each label and answer the questions that follow:
Choose 6 Labels and indicate the type of stock that may carry
that label.
Why would you not keep perishable items with hazardous items?
Which stock would you try and off load first? Why?
10
Learner Guide
Since you would like to move the stock as little as possible, it is essential that
you off load and sort it at the same time. Keep like items together.
Try and keep any form of chemicals separate from other goods as this could lead
to contamination.
As goods are off loaded and sorted they will then enter into receiving where a
record of the stock is recorded.
Systems for receiving and maintaining stock are important to make sure that
work is not held up or delayed while essential supplies are being ordered and
delivered.
Every workplace will have differences in how stock is ordered, received and
stored. For each of these the organisation will have a policy.
To make sure the flow of goods through a warehouse is smooth and effective, we
need a method of recording and tracking goods between all groups involved in
the exchange process. We need a way to show that suppliers, purchasers,
carriers and distribution centres have all played their part correctly. This is
necessary to show exactly what goods have been given to whom, and as
evidence of work and receipt of goods on which payments will be based.
Individual warehouses will have different systems for recording the movement
and storage of goods. These systems can be manual or computerised.
11
Learner Guide
Delivery note : A delivery note is usually supplied with the goods at the time of
delivery. It will state what the supplier has actually delivered to the store. This is
probably the most important receipt document of all. Goods delivered are
checked against the delivery note to confirm the delivery is correct. The delivery
note is used to check the delivery has come to the right place and it contains the
correct goods.
Invoice : Invoices are used for the same purpose as the delivery document.
However, invoices are used in situations where the distribution centre actually
purchases the goods rather than just distributing them for somebody else. Goods
received are checked against the amount and description stated on the invoice.
The invoice may contain: • a single item or • many items. Invoices are normally
sent with the load of goods. Invoices are very important documents as they are
used to bill the receiving company. Great care must be taken to make sure that
goods received are accurately checked against the invoice.
Manifest : Some warehouses are ‘care takers’ of goods, (that is they do not
actually purchase the goods). These warehouses receive goods using a
document called a manifest. The manifest is similar to an invoice. They are used
mostly when importing or exporting goods. The information on a manifest is used
to check the delivery and make sure all the goods consigned have arrived. A
delivery note, invoice or manifest will be used at different times to check that the
goods delivered are the right goods and the right quantity.
In some cases, the goods on a consignment note may be checked with other
delivery documents (invoice, manifest etc). A consignment note usually does not
give a product description, but will give information like how many boxes,
pallets, bags, bales etc. The important sections are:
12
Learner Guide
Internal packing note : The internal packing note is used to carry out a more
detailed check of the stock delivered, once the outer containers, such as cartons,
drums, boxes and pallets have been broken down and the stock is ready for
inspection and then storage. The packing note lists what is actually within each
unit delivered. It should give specific information regarding quantity, type, size,
specifications, colours, etc.
On the delivery note, write down tick the information you think
will show the delivery has come to the right place and contains
the correct goods.
Using the sample invoice write the information you would use to
check three of the points listed above
13
Learner Guide
• deliveries
• amounts
• weights
• money charged.
14
Learner Guide
For example, in the paper industry, a roll of paper that will have plastic or foil
laminated onto it, may arrive without any protective layer as the first hundred
meters will be wasted in setting up the machine and getting it running correctly.
The edge may be trimmed in the process. The excess acts as appropriate
packaging for the roll of paper and is allowed for. If the outer layer is marked,
this will not matter as it is trimmed off or wasted.
In many workplaces, the deliverer cannot leave until the receiver provides a
signature on the suppliers’ documentation. In most enterprises, the signing of
this document indicates that the goods arrived as listed on the consignment
notice. In this case, it should not be signed unless the stock has been checked.
When checking stock, the stock received should be counted and checked to see
that quantities match that listed on the consignment note. At the same time, the
stock should be checked for:
Where any variations or problems with supplied stock are identified, check
workplace procedures that apply to this situation. Options include:
• replacement
• credit
15
Learner Guide
In most cases, a phone call and discussion with the supplier can sort out the
situation. The relationships between the receiver of the goods, the deliverer and
the supplier are important. Good relationships built up over time, through
patience, being reasonable and using positive communication skills (listening,
questioning, not being aggressive) will mean that when a problem exists, it can
be sorted out more easily.
The option taken when there is a problem with supply of ordered stock will
depend on factors such as the value of stock, urgency of need for stock,
replacement time, whether supplier is internal or external. A common problem
with stock ordering is where the supplier cannot deliver the quantity required
and places a ‘short order’ – in other words, if 500 items are required and only
250 can be supplied, these will be delivered and the remainder of the order
delivered as and when it becomes available. The short fall in the stock received
should be noted and reported according to workplace procedures.
16
Learner Guide
There are also correct procedures for cases of wrong and surplus delivery.
17
Learner Guide
Once the stock is received and checked against what was ordered and delivered,
the stock must be stored.
It is always recommended that there is documented proof of each check.
18
Learner Guide
19
Learner Guide
6. Conclusion
Congratulations! You have now completed the first module of the initial learning
for Standard : Receive Stock – this is an NQF registered unit standard (SAQA Reg.
No 114896).
You now need to complete the following assessments in your own time.
Self Assessment
Self Assessment 1:
You have come to the end of this module – please take the time to
review what you have learnt to date, and conduct a self
assessment against the learning outcomes of this module by
following the instructions below:
Keys : - no understanding
- some idea
- completely comfortable
SELF
RATING
NO OUTCOME
20
Learner Guide
Complete the mind map below by listing the main point you remember from the
module you have just completed.
__________________________
__________________________
__________________________
__________________________
____
______________________
______________________ __________________________
______________________ __________________________
______________________ __
______________________
_____ __________________________
__________________________
______________________ __
______________________
__
______________________
______________________
__
21
Learner Guide
Write down (in your own words) what is meant by the concept of
shrinkage.
How will this have an impact on the business, and what can the
22
Learner Guide
result be?
The four major sources of inventory shrinkage in the retail industry are:
• Employee theft
According to the National Retail Security Survey, the number one source
of shrinkage for a retail business is internal theft. Some of the types of
employee theft include discount abuse, refund abuse and even credit card
abuse. Unfortunately, this is one loss prevention area that generally
doesn't receive as much monitoring as customer theft.
• Shoplifting
Customer theft occurs through concealment, altering or swapping price
tags, or transfer from one container to another. While shoplifting remains
a smaller inventory loss source than employee theft, stealing by shoppers
still costs retailers about R10 billion annually.
• Administrative errors
Administrative and paperwork errors make up approximately 15% of
shrinkage. Simple pricing mistakes due to markups or markdowns can cost
retailers quite a bit.
• Vendor fraud
The smallest percentage of shrink is vendor fraud. Retailers report vendor
fraud occurs most when outside vendors do stock inventory within the
store.
A receiver plays a pivoted role in any retail store. They are the first line of
defense in a store through which every shipment has to pass. If the process and
the individual lack integrity, it will affect the entire store inventory system. When
vendors notice that receivers are ignorant of the merchandise they are receiving,
they exploit the situation by either short supplying or charging for goods
undelivered.
23
Learner Guide
Receiver training
Many retailers have still not been able to make the correlation between
quality of staff allowed to receive goods and backdoor receiving
shrinkage. Within numerous organisations there is no trained designated
receiver, any staff member can receive and sign for deliveries. A
receiver like a cashier literally holds the check book of the organisation,
every error they make directly impact on the bottom line. That is why it
is so important that receivers are extensively trained and supported with
expert level of product knowledge. Much of the vendor fraud in retail
stores occur primarily because dishonest vendors realise that the
receivers are not properly clued up.
24
Learner Guide
Auditing
Auditing process has to be constantly monitored for integrity and
compliance with organisational operating policies and procedures.
Auditing should be carried out at least once in every quarter, by both
internal and external auditors.
It is clear that backdoor receiving is critical for the success of any retail venture
because it is the first line of defense. Get it right and half of the inventory
problem is solved. Get it wrong and the entire store inventory remains topsy-
turvy for a long time.
A 2-3 per cent loss of sales to shoplifting can amount to about 25 per cent loss in
profit. For some smaller establishments or those on otherwise tight margins,
retail theft not only affects their productivity and competitiveness, but also
threatens their economic existence. The costs of this crime are not merely
confined to the “front line”. Consumers become the victims, subsidising losses
through elevated prices. Ultimately, society as a whole suffers when business
viability becomes vulnerable.
In your groups discuss the following and write down your findings.
How can shrinkage and loss occur during eth receiving process
25
Learner Guide
26
Learner Guide
Learner Tip:
1
“Whistleblower” is a general term which refers to an employee who notifies
management of an activity or event which that person genuinely believes may
be fraudulent, dishonest or clearly violates the law or company policy
27
Learner Guide
28
Learner Guide
29
Learner Guide
Once the stock is received and checked against what was ordered and delivered,
the stock must be stored. A number of factors will have been considered in the
design of the storage area:
When storing stock, your aim should be to complete the process of storage as
quickly as possible and in a safe manner. Associated with this task is the need
for accuracy in placing stock in locations that follow the stock storage system,
and accuracy in recording what you have stored.
Resources:
This form will help you keep track of how items of a specific
nature are stored and where they are stored.
Safety is the primary concern of all enterprises and applies to stock storage.
Safety issues are relevant to:
When storing stock, you may be required to make use of Personal Protective
Equipment (PPE) to ensure that you do not injure or harm yourself or others. This
would be detailed in your organization’s policies.
When moving stock it is important to know the characteristics of the stock and
any special requirements in its handling.
30
Learner Guide
Resources:
These are some labels you may come into contact with, which will
guide you on how to handle the stock.
Some goods move faster through the system than others and must therefore be
stored where easily accessible.
• Is it dangerous?
• Is it large or small?
• Is it easy to stack?
Resources:
Parafin:
31
Learner Guide
T-Shirts:
Frozen Chickens:
32
Learner Guide
Aisles—Wide enough for traffic movements, marked off by floor lines from work
positions and storage areas.
33
Learner Guide
Floors and Walls—Of construction and materials that are easy to keep clean
and in good repair.
KEEP AISLES CLEAR: Aisle space should be reserved for the movement of
personnel, products and materials. It should be kept clean and clear and should
never be used for “bottleneck” or “overflow’’ storage. This also applies to
passageways and emergency exits. Blind corners should be eliminated or be
adequately protected by warning signs. Aisle boundary markings should be
drawn to show clearly the space which has been reserved for traffic. Markings
should be sufficiently wide (say a minimum of 30 mm) and of a colour to make
them clearly visible. Paint or durable plastic strips can be used.
KEEP FLOORS CLEAN: Every year thousands of work injuries are caused by
people falling. Floor conditions are responsible for many of these accidents.
When floors are given the right treatment they are much easier to keep clean
and hygienic. Spilt oil and other liquids should be cleaned up at once. Chips,
shavings, dust, and similar wastes should never be allowed to accumulate. They
should be removed frequently, or better still, be suitably trapped before they
reach the floor.
PAINT THE WALLS: Paint is one of the cheapest means of renovating walls, and
a fresh coat of paint can give a boost to morale. Light-coloured walls reflect light.
Dirty or dark-coloured walls absorb light. Dirty walls have a depressing effect and
encourage dirty habits and sloppy attitudes. Choose suitable colours to paint
walls, ceilings and working surfaces. See that the paintwork is cleaned down
34
Learner Guide
periodically. Colour can be harnessed to assist with safety. For example it can be
used to warn of physical hazards and to mark obstructions such as pillars.
Painting handrails, machine guards and other safety equipment renders them
distinctive and also prevents rust. Colour can be used to highlight the hazardous
parts of machinery but it can never substitute for a needed guard.
CLEAN THE WINDOWS: Clean windows let in light; dirty ones keep it out.
Insufficient light causes eye strain and leads to accidents because employees are
unable to see properly. Ensure that windows are not blocked by stacked
materials, equipment or articles on the ledges.
GET RID OF DUST AND DIRT: In some jobs, dust, dirt, chips, etc., are
unavoidable. If they can’t be collected as part of the process (e.g. by enclosure
and exhaust methods) you need a way to clean them up. Vacuum cleaners are
suitable for removing light dust and dirt. Industrial models have special fittings
for cleaning walls, ceilings, ledges, machinery, and other hard-to-reach places
where dust and dirt collect. If light dust is removed by sweeping, floors should be
dampened first rather than swept dry. Oiling floors occasionally with a light oil
helps to lay the dust but take care that slipping hazards do not occur.
Remember, it is not only floors that need sweeping. Dust and grime also collect
on ledges, shelves, piping, conduits, lamps, reflectors, windows, cupboards,
lockers, and so on—and all these places need attention.
35
Learner Guide
KEEP TOOLS TIDY: Tool housekeeping is very important, whether in the tool
room, on the rack, out in the yard, or on the bench. Suitable fixtures for tools are
required to provide orderly arrangement, both in the tool room and near the
work bench, and a regular system of inspecting, cleaning, and repairing is an
essential part of any programme.
LOOK AFTER YOUR FIRST AID GEAR: First aid facilities and equipment should
be kept under spotlessly clean conditions and fully stocked so that they are
always ready in the event of accidents or illness.
36
Learner Guide
Learner Tip:
How can you maintain and ensure your work area, stationary and
equipment meet the organisation’s standards
37
Learner Guide
38
Learner Guide
6. Conclusion
Congratulations! You have now completed the second module of the initial
learning for Standard : Receive Stock – this is an NQF registered unit
standard (SAQA Reg. No 114896).
You now need to complete the following assessments in your own time.
Self Assessment
Self Assessment 2:
You have come to the end of this module – please take the time to
review what you have learnt to date, and conduct a self
assessment against the learning outcomes of this module by
following the instructions below:
Keys : - no understanding
- some idea
- completely comfortable
SELF
NO OUTCOME RATING
39
Learner Guide
Complete the mind map below by listing the main point you remember from the
module you have just completed.
__________________________
__________________________
__________________________
__________________________
____
______________________
______________________ __________________________
______________________ __________________________
______________________ __
______________________
__________________________
_____
__________________________
__
_____________________
_____________________
_____________________
_____________________
_____________________
_____
40
Learner Guide
Supply Chain
A supply chain is a network of facilities and distribution options that performs the
functions of procurement of materials, transformation of these materials into
intermediate and finished products, and the distribution of these finished
products to customers. Supply chains exist in both service and manufacturing
organizations, although the complexity of the chain may vary greatly from
industry to industry and firm to firm.
Resources:
Each organization will also have its own internal supply chain.
Resources:
41
Learner Guide
The purpose of the supply chain is to have the right products, in the right
quantities, at the right place, at the right time, at minimal cost and in the most
efficient way.
This therefore requires a great deal of flexibility, dependence and reliance on all
components of the supply chain.
Example:
What if:
Product is produced but the Road & Shipping Freight industry goes on
strike?
On each of these the impact will be disastrous, and could ultimately result in loss
of business.
In your groups have a look at each of the above and write down
the impact each of them will have on the organisation.
42
Learner Guide
43
Learner Guide
Stock Flow
Thus, a stock refers to the value of an asset at a balance date (or point in time),
while a flow refers to the total value of transactions (sales or purchases, incomes
or expenditures) during an accounting period. If the flow value of an economic
activity is divided by the average stock value during an accounting period, we
obtain a measure of the number of turnovers (or rotations) of a stock in that
accounting period. Some accounting entries are normally always represented as
a flow (e.g. profit or income), while others may be represented both as a stock or
as a flow (e.g. capital).
deposits
bank balance euros withdrawals euros per month
interest
housing housing
housing stock dollars dollars per year
investment depreciation
Other contexts
2
http://en.wikipedia.org/wiki/Stock_and_flow
44
Learner Guide
CO2 in tons
tons tons emitted tons per day
atmosphere sequestered
guests
guests in a hotel persons guests leaving persons per day
arriving
births deaths
population persons persons per year
immigration emigration
Stock Flow can also refer to the “travel” or “process” that stock follows from
start to finish.
Write down the process stock goes through from the time the
delivery truck arrives to the time stock is despatched from
Storage.
45
Learner Guide
46
Learner Guide
Stock Records
To enhance the supply chain detailed records of all movements, checks, stock
control & count must be kept. Maintaining stock records can be done in two
ways, namely manually or electronically.
Manual systems, require all paperwork to follow the stock. Generally this is done
by scanning in the documentation and saving it at a central point on the
computer network for all to see and access.
Electronic systems are a more reliable and valuable way to main records, as it
requires little human intervention thus leading to less mistakes with manual
counts, administrative errors.
47
Learner Guide
6. Conclusion
Congratulations! You have now completed the third module of the initial learning
for Standard : Receive Stock – this is an NQF registered unit standard (SAQA Reg.
No 114896).
You now need to complete the following assessments in your own time.
Self Assessment 3
Self Assessment:
You have come to the end of this module – please take the time to
review what you have learnt to date, and conduct a self
assessment against the learning outcomes of this module by
following the instructions below:
Keys : - no understanding
- some idea
- completely comfortable
SELF
NO OUTCOME RATING
SO 3
Stock flow through the organisation/business is explained.
AC 2
48
Learner Guide
Complete the mind map below by listing the main point you remember from the
module you have just completed.
__________________________
__________________________
______________________ __________________________
______________________ __________________________
______________________ ____
______________________
______________________ __________________________
_____ __________________________
__
__________________________
__________________________
__
_____________________
_____________________
_____________________
_____________________
_____________________
_____
49
Learner Guide
Learner Tip:
• Facilitation
• Training Material
• Assessment
50
Learner Guide
No Criteria / Question
Poor
Sufficient
Excellent
Below Standard
Above Standard
1 Was communication regarding attendance of
the programme efficient and effective?
51
Learner Guide
B Facilitator Evaluation
Poor
No Criteria / Question
Sufficient
Excellent
Below Standard
Above Standard
1 The Facilitator was prepared and knowledgeable
on the subject of the programme
52
Learner Guide
Poor
No Criteria / Question
Sufficient
Excellent
Standard
Standard
Above
Below
1 2 3 4 5
53
Learner Guide
D Assessment Evaluation
Poor
No Criteria / Question
Below Standard
Sufficient
Above Standard
Excellent
1 2 3 4 5
54