February 26, 2019

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Warehouse documentation

Warehouse documentation

Warehouse documentation

Introduction to warehouse documentation

In a warehouse, plenty of different types of activities take place. Behind each and every activity, lots of documentations are taking place, thereby achieving smoothness and effectiveness in every operation. Generally, documentation is what’s written on paper. It is a material that provides official information or evidence that serves as a record.

Operations related documents

There are many documents related to operations in warehouse such as invoice, purchase order, delivery ticket/bill of lading, receiving report, location report over, short and damaged freight(OS&D), Standard invoice, Non-negotiable invoice receipt, pick ticket, electronic(RF) pick document/ticket.


What is invoice? This is a document issued by a seller to a buyer listing the goods or services along with their prices. It needs to be submitted to the transporter while booking any consignment.  It acts a proof of purchase made by the customer.  It needs to be carried along the transshipment as a proof of the material carried in the vehicle. It identifies both the trading parties.  It describes, and quantifies the items sold/purchased.

Purchase order

Request for goods is raise via ‘Purchase order’ (PO). Example: Manufacturer may raise a PO for ordering goods from a supplier.              PO contains details such as: the types of goods, quantity, place of dispatch, price per unit, order number etc.

Delivery Ticket/Bill of Lading

This important document is used to ship product from the warehouse. It serves as the shipper’s request to the carrier to provide transportation services. It includes the shipper’s name, the consignee’s name, and a description of the items to be shipped.

Receiving Report

This form is used on the warehouse dock to receive product into the customer’s inventory. Quantities received are tallied on the line provided and the product is marked to indicate the lot number. Any discrepancies in the receiving process should be noted on this form and generally used for internal purpose.




Location Report

This form is used in conjunction with the receiving report and is used by the warehouseman to locate the product in the warehouse.

Over, Short and Damaged Freight (OS&D)

This form is used to document problems with inbound shipments beyond what may be recorded on the Receiving Report.

Standard Invoice

This form is used for billing purposes and for a wide variety of services and charges, such as repeat storage or value-added services, which are not billed on the Non-Negotiable Warehouse Receipt.

Non-Negotiable Warehouse Receipt

The Non-Negotiable Warehouse Receipt is an acknowledgement of receipt by the warehouse operator of the goods listed on the Warehouse Receipt. It is critical that the Warehouse Operator notes over, shorts, and damage discovered at the time of receipt on the Warehouse Receipt.

Pick Ticket

This is an internal document which directs the warehouseman as to specific items, their locations within the warehouse, and quantities to be shipped under the Delivery Ticket or Bill of Lading.

Electronic (RF) Pick Document/Ticket

Many warehouses are going “paperless” by using radio frequency (RF) picking systems. This section shows the warehouseman how to pick product and place it in the staging area to be loaded. Many warehouses are going “paperless” by using radio frequency (RF) picking systems.

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