Running a warehouse is not just about properly storing stock, complimenting orders, checking incoming products or controlling the items issued. It's also about dealing with stock records on an ongoing basis, which can be either paper or electronic. What do you need to know? We have prepared a practical compendium of knowledge! When running an e-commerce business, you may want to consider delegating order handling duties, including warehousing. Find out more about the InPost Fulfillment service and apply via the form."
Stock records - characteristics
Growing consumption and the huge popularity of online shops have increased the need for new storage space. However, shoppers have increasingly high expectations, which, among other things, necessitates preparing orders for dispatch in the shortest possible time - preferably the same day. No magazine However, it cannot function without accounting, i.e. the required documents. By creating and storing them, the operation of the facility runs smoothly and without disruption. Correct storage records significantly speed up the flow of goods and the space becomes tidy. When we need to check something, there are no problems at all - we get to the heart of the matter practically straight away. The situation is the same when it comes to monitoring delays or mishaps related to the release of products, which are not difficult. It is important to remember that the method of managing warehouse records is regulated by law under the Act of 24 September 1994 on accounting. If we want to streamline and improve the work of the warehouse, we should pay more attention to the preparation of the relevant documents and keep the documentation in order. 
Types of warehouse documents - breakdown
All warehouse management letters are generally divided according to the direction of the flow of goods. We therefore distinguish between incoming and outgoing documents. Increasingly, these are issued and stored electronically, which greatly simplifies the entire process. This is all thanks to the use of barcodes and modern computer programmes for warehouse management. Let us now take a closer look at incoming and outgoing documents:
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Stock documentation - incoming goods
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PZ (external acceptance) - is the letter used for each acceptance of goods (both paid and unpaid). It is issued by an employee on the basis of a certificate confirming the delivery in question. The PZ should contain: the number of the consecutive document, the date of issue, the date of acceptance of the goods, the designation of the goods, the unit price, the quantity accepted, the data of the person issuing it and the data of the supplier, the signature of the authorised person, the signature of the supplier and the consignee;
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PW (internal adoption) - such a document is used when receiving goods from a person who is an employee of the company (we do not have a specific counterparty). The elements of the PW include: letter number, date of issue, date of receipt of materials, designation of goods, unit price, quantity of goods received, data of the issuer, signature of the authorised person, signature of the supplier and of the receiver;
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ZW (external return) - documenting the return of material for various reasons, it must include: the name of the company, the document number, the date of issue, the department from which the goods are returned, the department to which the goods are returned, the name, quantity and price of the products, the signature of the person drawing up the document, the signature of the delivery unit and the signature of the employee receiving the goods;
MM (Movement of stock) - letter confirming the movement of materials between warehouses belonging to the same company (receipt). A standard MM document contains: instruction, from where/when, date of instruction, MM warehouse number, commodity ID, product name, quantity, unit price, as well as the signatures of: the employee issuing the instruction, the persons responsible for issuing and receiving.
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Stock documentation - outgoing goods
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WZ (release to the outside) - is the document of release of goods from stock, when there is a sale or a free transfer. Its elements include: consecutive number, date of issue, date of release of goods, product designation, unit price, quantity, details of the issuer and recipient and signature of the authorised person;
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RW (internal removal) , which is an acknowledgement of the release of goods for internal company purposes issued by the person issuing the material. The letter consists of a lot of essential information: consecutive document number, date of issue, date of release and receipt of material, designation of the department to which the cost is to be assigned, account numbers: cost and departmental, record of data: from where the goods were collected and to where they were transferred, index number, quantity, unit price and value in PLN, synthetic account number, signatures: of the authorised person and of the supplier and receiver;
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MM (stock transfers) - documentation confirming the movement of materials between warehouses within companies - outgoings.
An important document for the warehouse is also the manual, which defines the organisation and technology of warehouse operations. It provides information on how specific activities should be carried out and acts as an excellent source of knowledge in the event of questions or doubts.
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