Separate the four warehouse scopes
The actual facility, cargo and agreed service determine what can be offered. The scope should describe the work to be performed rather than imply unlimited warehouse capability.
| Scope | Questions to agree |
|---|---|
| Receiving | Which supplier reference, package count, visible condition, photos and measurements are recorded? |
| Storage | When does storage begin, how is cargo identified, and what events require customer action? |
| Packaging work | Which cartons, pallets, labels, protection or other changes are authorised, evidenced and approved? |
| Consolidation and release | Which orders may move together, what is the cut-off, and who approves waiting, splitting or dispatch? |
Define what receiving does not prove
Counting outer packages, photographing visible damage and recording dimensions do not confirm the quantity, function, specification or quality of every product inside. If product inspection is required, define a separate inspection method, sample, acceptance criteria, evidence and responsible party.
- Outer-package count is not an inner-piece count
- A carton photo is not a functional test
- A shipping-mark check is not product authentication
- Warehouse measurement may update the quote but does not approve the cargo
Control every packaging change
Repacking may protect the goods, correct damaged packaging or change chargeable dimensions, but it can also add handling, materials, time and product risk. Record the reason, proposed materials, before-and-after dimensions, photos, cost basis and customer approval before work begins.
Set the discrepancy and release workflow
A visible decision trail keeps the supplier, warehouse and shipment plan aligned without treating every arrival as automatically ready for consolidation or dispatch.
- Match each arrival to a supplier or purchase reference
- Record shortages, excess pieces, damage or measurement differences
- Name who can approve corrective work
- Set a review date for late suppliers
- Recalculate the shipment after material cargo or packaging changes
- Release cargo only against an agreed instruction and current shipment plan