Why Warehouse receipt in the cargo logistics are so important? Much of of the success of cargo logistics depends on the Warehouse Receipt (WR). This receipt closes the deal with the client and becomes a record for both the company and him. This receipt must be created at the time of entry of the goods, following established parameters. Cargo management software like Trackingpremium allows the creation of this type of document in a fairly easy way.
You couldn’t have good logistics if there are no receipts, even if your business is small and you can carry all the information in notebooks made by pencil or in your head.
The issuance of a receipt is of great importance to both the company and the customer. The receipt is a guarantee that you have made a trade deal and serves as an endorsement for any claim. They also serve us to organize the loading and efficient handling of the warehouse.
What is a Warehouse Receipt in the cargo logistic?
It is a very important document for the administration and management of the load in which an entire data is recorded that identifies the most important characteristics, as well as the personal data of the customer who sends it and the recipient who receives it. In reality, these are several documents, one digital that is stored on the computer, another physical that is printed for the client and a label that sticks to the cargo wrapper in a visible place.
How do I create a Warehouse receipt in the cargo logistic?
In our system Trackingpremium creating a warehouse receipt is quite simple. The word Warehouse Receipt appears in the menu on the right side of the screen. We click this button and immediately a drop-down menu opens where there are several options. Click on CREATE and we see a white and blue screen where the following fields are marked to fill in by the employee.
If they are returning customers their data is obtained from the computer with the BLUE SEARCH key. But look. If they are new customers then you have to enter the data by hand after you have stepped on the CREATE key, green. Some of these fields contain the possible options, so there is nothing to type, but apply a click, to save time. For example, if your company has multiple agencies or branches, then all of them will be listed in the corresponding field.
What kind of data has a Warehouse Receipt?
- Customer data you request: Name, ID and address.
- Data of the Customer receiving: Name, identity document and address.
- Package data: Type of package, such as envelope, box, package or pallet
- Instructions. Cargo is also classified according to the means of transport: So we have Maritime, Air or Land.
- Extra data: Indicates carrier name and origin. By example: as Amazon, Walmart, UPS, FedEx… etc. Load packaging conditions. There we can choose from several options such as refrigerated, normal, express or super-fast charging. There is even a space to place a photograph of the load. Each package is also assigned a numbering for its location within the warehouse.
- Tariff: Customs fees for those destination countries are incorporated into the software. This information may be updated by the owner of the Software license.
- Associate Charges: First of all the total cost of shipping. It depends on the volume and other factors to consider, as we have already pointed out. The software calculates the amount automatically, to avoid mistakes. There are other charges to cancel such as package pickup, packaging …etc.
- 7- Fare data.
- 8- Specifies whether it is a WR that is replaced.
What about Volume Calculation?
The volume of a package is a value to be expressed in cubic feet. Since most people use metric tapes marked in inches, a conversion must be made. These accounts, of course, are made by the software automatically. The foot is known to be a measure of length used in English-speaking countries and has become almost universal. One foot contains twelve inches.
The volume of a box is obtained by multiplying the three lengths of its dimensions, that is to say using the formula:
Volume = Height x Width x Length.
If the measurements are given in inches, then the volume in cubic feet (CF) will be the product of them, divided by factor 1728.
This is:
Volume in Cubic Feet = Length x width x height/1728
For example a box of 12x12x12 has a cubic foot.
On the other hand, if the longitudinal measurements are made in meters, then the total volume is multiplied by 27:
Volume in Cubic Feet = Length x width x height x 27
What documents are generated with a Warehouse Receipt?
At the end of the registration process the software stores the WR into a list. Searching for a receipt is an easy task: just click on the MANAGE button and this show us the Warehouse Receipt List to process. If we want to see the processed records, we click on the LIST button and it will give us the list of all receipts.
The following documents will also be generated:
- Shipping labels printed with the load data.
- PDF documents for the company files.
- Delivery Notes (printed) for the customer where the operation code and the most important data appear.
- Declaration of Value (printed).
Importance of automatic label generation
The use of these labels facilitates cargo logistics processes, from arrival at the warehouse to the final recipient.
With Trackingpremium software you get a standard and modifiable format to identify the boxes. This shipping label contains information relevant to courier companies, including: Recipient Data, Bar Code that allows you to check the goods with devices that are in short supply of such labels.
The advantage of keeping a PDF Warehouse Receipt in your files.
The advantage of having a Warehouse Receipt (WR) PDF document is to formalize the handling of cargo in a warehouse. In addition to this, it allows you to have knowledge about the goods you find in the warehouse.
In the WR document you will find the following data: Sender Data, Recipient Data, Packet Data, Terms, Conditions, etc.
Importance of terms and conditions in cargo documents.
It is important to have well specified the conditions under which the transport is carried out and the responsibility of the company. These transport contracts are used to avoid legal matters that can be complicated.https://businessadvice.co.uk/insurance/export/what-are-warehouse-receipts-and-why-are-they-important/
In this type of contract of carriage, the company regulates:
- Liability of the carrier.
- Deadlines for claiming damages, both apparent and hidden.
- Limitation periods for claims.
- Compensation.
