SPEEDCARGO LOGISTICS SDN BHD DOCUMENT NO.

DATE
STANDARD OPERATING PAGE
PROCEDURE SHIPPING PREPARED BY
VERIFIED BY

DOCUMENTATION SYSTEMS

Objective : To provide the necessary information to develop training programme for operators and users.

Responsibility : Anyone that involved of documentation system

Scope :

 Inventory Management: Documentation systems in warehouses facilitate accurate tracking of

inventory levels, locations, and movements. This includes recording receipt of goods, updating
stock levels, and managing inventory across multiple locations within a warehouse.

 Order Processing: These systems document the order fulfillment process from start to finish.
They track order details, picking lists, packing slips, and shipping information. Documentation
ensures that each step in the order fulfillment process is properly recorded and managed.

 Quality Control and Inspections: Warehouse documentation systems often include procedures
for quality checks and inspections. They record results of inspections, including any issues or
defects found, to maintain quality standards.

Procedure :

 Identifying Documentation Needs:

- Define the specific types of information that need to be documented in the warehouse. This
includes inventory data, order details, equipment maintenance logs, safety protocols,
employee records, etc.

 Document Creation:
- Develop standardized document templates for each type of record needed. This could include
forms for receiving goods, picking orders, conducting inspections, recording maintenance
activities, etc.
- Ensure that document templates capture all relevant information required for accurate
tracking and reporting.
 Documenting Processes:
- Document standard operating procedures (SOPs) for all warehouse processes. This includes
detailed instructions on receiving goods, storing inventory, picking and packing orders, shipping
procedures, quality control checks, etc.
- SOPs should clearly outline steps, responsibilities, and quality standards to be followed by
warehouse personnel.

 Recording Transactions:
- Implement systems to record all warehouse transactions accurately and in real-time. This
includes logging goods received, updating inventory levels, recording order picks, noting
shipments dispatched, etc.
- Utilize barcode scanners, RFID technology, or warehouse management software to streamline
transaction recording and minimize manual data entry errors.

 Recording Transactions:
- Implement systems to record all warehouse transactions accurately and in real-time. This
includes logging goods received, updating inventory levels, recording order picks, noting
shipments dispatched, etc.
- Utilize barcode scanners, RFID technology, or warehouse management software to streamline
transaction recording and minimize manual data entry errors.

 Data Entry and Validation:

- Ensure that data entered into warehouse documentation systems is validated for accuracy and
completeness. Implement validation checks to reduce errors and maintain data integrity.

 Storage and Organization:

- Establish a centralized repository for all warehouse documents and records. Use digital
document management systems or physical filing systems to ensure easy access and retrieval of
information.
- Organize documents based on categories (e.g., inventory records, maintenance logs, employee
training records) to facilitate efficient retrieval when needed.

 Regular Updates and Maintenance:

- Implement a schedule for regular updates and maintenance of warehouse documentation. This
includes updating inventory records, revising SOPs based on process improvements, and
archiving outdated documents.
- Ensure that documentation reflects current warehouse practices and complies with
regulatory requirements
 Training and Compliance:
- Conduct training sessions for warehouse staff on proper documentation procedures and data
entry protocols. Emphasize the importance of accurate and timely documentation for efficient
warehouse operations and compliance.
- Regularly audit documentation processes to ensure adherence to established procedures and
regulatory standards.

 Integration with Systems:

- Integrate warehouse documentation systems with other enterprise systems such as ERP,
inventory management software, and accounting software. This enables seamless data flow and
reduces redundancy in data entry.

 Review and Improvement:

- Periodically review warehouse documentation processes to identify areas for improvement.
Solicit feedback from warehouse staff on usability and effectiveness of documentation systems.
- Implement continuous improvement initiatives to enhance documentation accuracy, efficiency,
and usability over time.