Warehouse Procedure Essay Sample

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Scanning is the procedure to get the following information from the barcode of the garment:
1. Product name
2. Scan no.
3. Time and date
4. PO no.
5. Colour
6. Product size
7. Process
8. Material name
9. Rack no
10. Position

Scanning Procedure:
a. Write the order details i.e. order name, order qty, cut qty and shipment date on the board fixed at the scanning point. b. According to
size, the scan no will change. c. Get the barcode stickers from packing trim store at the time of FCR issue. d. Create barcode dump from the barcode stickers, mentioning the size, colour, product, lot, buyer etc. e. Scan the barcode of each and every garment of the trolley coming in the warehouse. f. Generate hourly report for the garments scanned.

g. Generate report for the garments scanned at the end of the day. h. Mail the reports to the management every hour and at the end of the day too. i. Based on the board fixed at the scanning point, individual order is deleted when the shipment is dispatched in order to avoid slow process in excel. j. If barcode dump is not created due to the unavailability of barcode stickers, then manual counting of garments is done by the scanning operator. Barcode Dump that is created at the time of Barcode sticker issued from trim store to warehouse

Updated Scanning Sheet with Location Planning of Scanned Garments Automatic planning Sheet

Hourly scanning report that is mailed every hour by scanning operator to production office

Automatic Generated Location plan at the time of scanning

Pre warehouse capacity:
No. of lines with 3 sections and 8 rows =6
Total no. of sections in the warehouse =144
Therefore the capacity (25 garments/section) =3600
Warehouse Capacity
No. of lines with 16 sections and 4 rows =11
No. of lines with 16 sections and 5 rows= 11
No. of lines with 08 sections and 4 rows=05
No. of lines with 08 sections and 5 rows=03
No. of lines with 08 sections and 2 rows=01
No. of lines with 08 sections and 3 rows=01
No. of lines with 12 sections and 4 rows =02
No. of lines with 12 sections and 5 rows =02
Total no. of sections in the warehouse =2120
Therefore the capacity (25 garments/section) =53000

Procedure to store garments in warehouse:
Pre requisites for storage procedure:
Location Plan:
Location plan is made by the warehouse In-charge according to the cut order quantity. * FCR is mailed to the warehouse department when the total cut quantity is cut, by the cutting department personnel. * After FCR issue the location plan is generated by the warehouse in charge. * The scanning operator links the location plan issued from the warehouse in charge to the scanning sheet. * At the time of scanning of garments to the warehouse the location plan is issued to the finishing operator by the scanning personnel. * Garments are stored as per the location plan by the warehouse or finishing operators. * Size mount boards are placed on the garments.

* Line mount boards are filled by the storing operators.
Depending upon Buyer’s requirements, based on Solid size/Solid color, mixed size/Mixed color, goods are arranged size wise in the warehouse and in carton boxes. Garments are stored as per the location plan.

Packing Procedures
1. Packing list is generated by warehouse In-charge by using excel format according to order note given by the merchandise department at the time of cut-order. 2. Packing list is given to operators.

3. The packing list is also used for quality audit purpose by the auditors. 4. Carton of the given dimension in the packing list is made. 5. The bottom divider as per the box size is spread in every box. 6. According to the size ratio mentioned in the packing list the garments are arranged in the carton. 7. The top divider as per the box size is spread on the top of garments in every box. 8. The box is sealed with sealing tape.

Stamping is done on the carton mentioning the following details: 1. Net weight
2. Gross weight
3. Carton no.
4. Packing Ratio
5. Sizes
Stamping procedure
a. One carton will weigh and net weight and gross weight is recorded. b. The net weight and the gross weight are highlighted on the carton by stamping. c. CBM is also stamped on the cartons.

d. All the cartons will be numbered serially according to packing list.

Quality Audit:
1. Once the garments are segregated in the carton boxes and arranged in lines, the warehouse personnel needs to call it for Buyer quality Audit. 2. Packing list is made by the warehouse in charge and Tec pack is given for the audit. 3. The Tec pack has all the details for measurement, sketches, specification sheet, and packing details. 4. Buyer’s quality auditor will randomly select boxes for quality inspection as per AQL2.5 5. Pieces selected for auditing needs to be repacked, ensuring quantity and kept back in the same position. 6. If rejected then those pieces will go for the screening to the section due to which the rejection has occurred.

Repacking Procedure
1. Repacking is done for the cartons which are opened for auditing. 2. After auditing, the warehouse In-charge will inform the operator to repack the cartons. 3. The warehouse operators will repack the cartons and place them back. Carton locking

1. For less than container loading (LCL), cartons are to be sealed with LCL Locks i.e. by using nylon wire and sealing lid. 2. Nylon wire and sealing lid are issued by the packing trims store. 3. After final auditing, the warehouse operator will lock the cartons in presence of warehouse in charge. Loading

1. Loading clip is prepared when the container arrives.
* The no. of bar is counted when container comes.
* The total order size determines per bar garment to be loaded. (Example. If 21 bar container then we can load 200-220 garments per bar, else in 20 bar container 190-200 garments per bar. ) * Loading clip determines total no of pieces placed on each and individual bar. Loading should be done in such a way that, initially long size is placed then medium and at last short sized garments are placed in the container in order to provide advantages like container balance and unloading is easier at the buyers warehouse 2. Checklist is prepared.

3. The loading clip and checklist is issued to the warehouse operators for loading. 4. The container entry information shall be recorded in vehicle entry register. 5. Container is to be inspected before the loading.

* Thorough checking of walls (front, left side, right side, floor, ceiling, inside and outside doors and under carriage). 6. Operators will recollect the garments/carton from line as per the packing list and put the count of the garment and the bar no. on the trolley (If it is hanger shipment). 7. Operator will monitor the garments / cartons according to loading clip ensuring that all the garments are assorted and have all the packing trims. 8. Simultaneously the security will also record the count of the garments going to be loaded. 9. Finally the operators will load the garments in to the container as per buyer demand of style of shipment. 10. The fully loaded container’s pictures are taken and OCR is generated. 11. The container is sealed under supervision of warehouse In-charge/EXIM In-charge. In general 20 feet and 40 feet containers are used for shipment. There are different types of containers used for different industries. The types of containers are based on sea and air. Sea type container includes dry cargo, refrigerated, open top, flat rack, garment, high cube containers. Air type containers include contoured air cargo, lower deck (LD), box type containers. Lower deck containers are used in the lower deck cargo spaces of high capacity aircraft with fully structured and completely enclosed.

Type of container| Length| Width| Height| Max gross wt| 40 feet standard container| 40’| 8’| 8.6’| 30480 kg|
20 feet standard container| 20’| 7′ 9.25″| 8.6’| 24000 kg| 40 foot high cube container| 40’| 8’| 9.6’| 30480 kg|
LD-1| 5’4″| 7’8″| 5’0.4″| 1588 kg|
LD-2| 3’11″| 5’| 5’4″| 1225kg|
LD-3| 5’1″| 5’| 5’4″| 1588 kg|
LD-4| 8’| 5’| 5’4″| 2450kg|
LD-6| 12’5″| 5’0.4″| 5’4″| 3175kg|
LD-7| 12’5″| 7’2″| 5’3″| 4627kg|
LD-8| 8’| 5’| 5’4″| 2450kg|
LD-9| 12’5″| 7’2″| 5’4″| 4624kg|
LD-11| 12’5″| 5’0.4″| 5’3″| 3176kg|

Checklist of documents:
* Checklists for container loading
* Packing list
* Container loading clip
* Boxes checklist
* Container photos
* OCR(cut to ship)
* CT-PAT-Photocopy
* Container loading checklist
* In current process the checklists for documents are prepared 2-3 days in advance.

Checklists for container loading:
This Checklist is very important while loading the garments in to the container.
It ensures all the related things are required for the loading, like sealing tape, water mug etc.
The checklist contains two columns describing ‘things to check’ and ‘status’. The operator should mark in the status column if the particular thing is present

The warehouse in charge will sign if all the necessary things are present for the loading.
This list is prepared by the warehouse in charge on the day of shipment.

Packing list:
Packing list is generated by warehouse In-charge when goods are ready, by using excel format according to order note given by the merchandise department. Packing list depends upon cut quantity and pieces availability. Generally different buyers have different specific packing lists. Initially the buyer will send the mock packing list to the merchandising department and it is issued to the warehouse in charge in which he will enter the packing details. When shipment is ready packing list is mailed to the buyer by the merchandising dept to the concerned buyer. The packing list contains order quantity, packed quantity, weigh details and order details. Packing list is also used to prepare loading clip and used for auditing purpose. For example JCP and PELLESTROM formats are given below

Step by step procedure for preparing packing list:
* The person should have knowledge regarding order note. * He should have minimum mathematical skills.
Step1: In order to prepare packing list, the following documents are required like order note and FCR (final cut report)
Step2: He should identify whether it is of hanger shipment or carton shipment according to order note.
Step3: According to buyer, choose the predefined packing list.
Step4: Initially the person should enter the order details like buyer name, p o no, style, color.
Step5: If it is of carton shipment, the details like piece weight, net weight, gross weight, carton dimension, carton no, pieces/carton, should be entered. Size wise details are entered against order note.

Step6: If it is of hanger type, the person need to identify whether it is pre pack or solid pack, and according to that he should enter the details like order qty, packed qty, and size details.

Container loading clip:
Loading clip is used to indicate how many garments to be place in one particular bar. It is prepared by the warehouse in charge according to packing list. Container loading clip depends upon size ratio, no. of bars and assortment.

Step by step procedure for preparing loading clip:
The person should know how to use packing list.
He should have minimum knowledge of containers like 20ft and 40ft.
Step1: Identify the container whether it is of 20ft or 40 ft.
Step2: According to container type, he need collect the information how many bars are there in the container.
Step3: Order details like buyer name, order name, container no, style, color should be entered in the predefined format.
Step4: Shipment qty, no of bars decides how many garments to be placed per bar.
Step5: The person should identify whether it is solid or ratio wise and according to that he needs to enter the details.
Step6: He should enter the details like bar no, size, total pieces, total pieces per bar.

Order completion report:
Order completion report determines cut to ship quantity ratio
It is generated when order is about to ship.
It is used to find how many pieces are shipped and how many pieces are left.
It is to identify the order is completed and to analyze that particular order by management
The plant manager will sign on the OCR report before ex-factory time.

Container loading checklist:
Container loading checklist is prepared based on the packing list generated by the warehouse in charge. This truck loading checklist is used to ensure whether the garments are loaded according to loading clip. This checklist contains order details like buyer name, product, quantity, color, date. This document is used by the security and the quality personnel. So it helps to find out if any mismatching of garments is loaded. After completing the loading, warehouse in charge, quality personnel, and security guard signs are required to ensure garments are loaded according to container checklist.

Boxes loading checklist:
It is similar to the container loading checklist.

Container photos:
After completion of loading the container, it is sealed by the dummy seal if the shipment is to SSAL under the supervision of EXIM personnel and warehouse in charge. If the order is send directly to the buyer warehouse then the documents required are ‘examination report for factory sealed container’ issued by superintendent of central excise, ‘quantity and value based declaration’ by Raymond’s ltd appraised by superintendent of central excise, ‘application for removal of excisable goods for export’ and ‘commercial invoice’ which is required by customs to determine true value of the imported goods, for assessment of duties and taxes. Commercial invoice indicates date and term of sale, quantity, weight and volume of shipment, type of packaging, complete description of goods, unit value and total value, and insurance, shipping charges Container photos are taken by the warehouse in charge in order to claim for insurance. Gate pass is prepared on the day of shipment by EXIM personnel. Gate pass is created as original, duplicate, triplicate and 2-3 extra copies Original copy is send to buyer, duplicate for vehicle, triplicate for assesses, and extra copies for accounts and check post

Problems, solutions and Implementations

Findings in the warehouse:
1. A/C exhauster which is located at the corner of the audit room is consuming space 2. Staircase movement is disturbing the garments and requires a lot of energy 3. Mount board problem i.e. papers are used to indicate the size of the garment 4. Incliner is missing while loading the garments in to the container. Container height and height of loading point differs. 5. Manual stamping is time consuming process in which the operator needs to adjust each and every individual letter or digit to stamp on the carton boxes. At the same time, it is an uncomforted process to an operator 6. A paper is used which indicates order name, lot no, and quantity in which the operator uses the paper every time. Solutions to the existing problems:

1. A/C exhauster which is consuming space should be shifted to the top of the audit room. 2. Rails are used in between the lines to avoid disturbance in the garments and improves the flexibility i.e. movement of stair case becomes easy. 3. Instead of wasting papers a mount board is prepared which is easy to locate the size of the garment. The main purpose is to avoid the wastage of paper. 4. An incline is fixed at the loading point with an adjustable height. 5. Use of stamping machine to provide comfort to an operator and time can be utilized. 6. Line boards are fixed at the mid of each line to indicate the order name, lot no, and quantity. So that the operator will write the details with marker and erase the details whenever garments are placed on the lines. Implementations:

1. A/C exhauster removal
2. Mount board problem is solved
3. Line boards are fixed
4. Incline is fixed at loading point

Inspection of container & Loading
Sealing and clicking Image of fully loaded container before and after sealing Security check
Manual counting of loading garments at the time of loading
Issuing Loading clip and check lists to the Loading operator Generating Loading clip after container arrival
Repacking & Recollecting

During my internship I was able to inculcate wide range of knowledge about the existing scenario of the garment industry, understanding the functioning and the role played by various departments in meeting the delivery schedules. The project helped me a lot in understanding the management of supply chain and logistic activities. I have learned all the activities performing in the warehouse from scanning to shipment. I have found that efficient operators should be needed for performing the warehouse activities. To conclude, this internship proved to be a great learning in many aspects as it gave me an opportunity to experiment and utilize the inputs imparted by the institute.

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