All About Warehouse Reports

Reporting on your stock levels is another key part of warehouse management. It helps you communicate
with upper management about current practices, processes, and future needs. Reports can help you
determine the best course of action in a variety of areas. For example, if you are thinking about hiring
additional picking staff, labour and productivity reports are exceptionally helpful. For managers hoping
to upgrade software, reports can help you demonstrate that new programs can boost profits.

Before you begin generating reports, think about your current goal. Are you hoping to hire extra staff?
Make another investment? Change the par levels of a particular SKU? Be sure you generate the report
that contains only that information. Reports that are overly complex are hard for upper management to
read.

In some cases, you have difficulty explaining your needs in the context of that extra information. Focus
on running the reports you need, providing only the most relevant information.

Dead stock reports

Each dead stock report should actually consist of several different lists. The first is usually a detailed list
of each of your dead stock products. Most reports list this information numerically by SKU or
alphabetically by product description. Next, there should be a list of the planned course of action for
each item on that list.

You should also include information about your progress to date with respect to disposing of your dead
stock. For example, if you opt to donate several items, but you are still contacting the charitable
organisation to find out about issuance of receipt, make sure this information is noted.

Send your dead stock reports to your sales, accounting, and administrative departments. You should
also include upper management in your distribution list. Ensuring that these individuals are kept in the
loop can help you reduce the amount of dead stock on your warehouse floor. It can also help you stay
on top of what needs to be done to get rid of existing dead stock.

Loading reports

Loading reports provide information about recently loaded or dispatched items. They also provide the
reader with details about upcoming and newly scheduled dispatches. Information like the length of time
it took a product to work its way through your warehouse, the cost of each item, and the date the order
was received are all included in these reports.

They can help you identify areas of improvement in terms of efficiency, as well as pointing out any
inaccuracies in product delivery. Your sales, finance, receiving, dispatch, and management departments
should all receive a copy of this information.

Receiving and dispatch reports

Receiving reports contain information about each product that arrives at your warehouse, including
product used for internal purposes, such as paper towel and office supplies. Your receiving or purchasing
departments need this information to make reordering decisions. These reports should include the date
the order was placed, the date it was received, and the total amount payable.
Dispatch reports are very similar to receiving reports, only they deal with all product that leaves the
warehouse. This information may include fees for added value services, such as gift-wrapping. These
reports must contain information about the dates orders were placed, picked, and dispatched.

Current stock on Hand

Warehouse managers should also produce reports that show current stock on hand. The frequency of
these reports depends on the type of product you sell and the size of your warehouse. Some managers
include this information in their weekly reports. Others prefer to produce status reports on current
stock levels on a monthly or bimonthly basis.

These reports do not always have to be based on physical hand counts. If the information is based on
computerised records, be sure you indicate that in the report, along with the currency and the date of
your last physical inventory.

Weekly reports

You should also generate weekly reports, preferably on the same day each week for easy comparison
purposes. Be sure each one of these reports includes your inventory losses, products wasted or
damaged in receiving, picking, or dispatch, and order processing time. The finance department, human
resources, and upper management should receive weekly copies of these reports.

Choosing Warehouse Management Software

By now, it should be apparent that the best way to control, verify, and report your stock is to invest in
warehouse management software. There are numerous brands, versions, and types on the market, each
with a slightly different set of features. Not all managers have the luxury of trying out each type of
software before selecting one for their warehouse.

You should always ask about a free trial, in the event the software you choose is not suited for your
industry. However, you do not typically have the luxury of trying out each type of software you want
before you have to make a final decision. Keeping the following steps in mind can help you find the best
one for your warehouse.

Step 1: Think about your needs

The first step is to evaluate your current system, identifying areas of weakness. If you do not have a
current warehouse management system in place, take some time to make a wish list of sorts. Set out, on
paper, the essential features your software must have. You should also list features that you think are
useful, but are not key to your warehouse’s operation. You can start your search by looking for software
that meets those needs.

Step 2: consult with staff

The next step is to discuss upgrading your software with senior warehouse staff and members of your IT
department. Consulting with these individuals can help you find the program that works best on a
practical level. It also helps you find software that works well with your current operating system,
reducing the need to upgrade your server or other existing equipment.

Step 3: consult with vendors

Once you know what you are looking for, start contacting vendors to discuss their products. If you find
that a particular sales person is not responding to you in a respectful, informative way, do not be afraid
to start looking at alternate software vendors. There are numerous programs available on the market, so
take your time and be picky when you search. You need to be sure you opt for a system that meets your
needs, provides plenty of support, and can provide assistance remotely should anything go wrong after
installation.

Step 4: compare products

After you have met with two or three representatives, it is time to compare their products. Bring in the
same people you consulted with in step two for their input on the systems you are considering. Be sure
you listen carefully to feedback, especially from those whose jobs are directly impacted by the use of
these programs.

Step 5: Trial

Always ask about a free trial. Some companies limit these trials to 30 days or so. Others limit the trials,
both in duration and in available features. If possible, avoid opting for a program with limited features
during the first 30 days. It is hard to get an accurate feel for the way a program runs if you cannot access
each one of its features.

Summary
 Inventory management is a key part of the role of a warehouse manager.
 There are four main types of stock commonly held in warehouses: Raw materials and
components, works in progress, finished goods and consumables.
 When deciding how much stock to keep, there are a number of questions to consider. For
example, does the product lose value over time?
 Stock control is the tracking of your stock as it moves through the warehouse.
 Par Level Ordering is when managers set a minimum stock level and reorder when stock dips
below that level. There are a number of other stock control methods such as: Just in Time
Ordering, RFID and Computerised Stock Control Systems.
 Methods of stock verification include: Physical, periodic, perpetual or blind stock verification.
 Reporting on stock levels is another key role of a warehouse manager. Some of the most
important reports are dead stock reports, loading reports and weekly reports.
 Choosing the best warehouse management software involves five steps: Thinking about your
needs, consulting with staff, consulting with vendors, comparing products and using any
available trials for products.