Agree storage conditions first
Explain why goods need to wait, the expected storage period and the next review date. Ask for the billing start, charging unit, included operations and any storage restrictions before accepting the arrangement. Do not assume a free period or unlimited space. Goods needing special environmental conditions require a separate suitability assessment.
Maintain a practical stock register
Record the supplier order, arrival reference, carton identifier, SKU, quantity and unit. Keep physically received quantity separate from ordered quantity. Distinguish goods awaiting inspection, goods approved for release and goods already handed over. If a carton is opened or repacked, update both the stock register and the packing record.
Release an identified batch
A release instruction should specify the cartons or product quantities, destination, recipient and instruction version. Name the person authorised to approve it. Check whether a partial release requires sorting, repacking or new measurements. Do not assume that approving one batch also releases the remaining stock or authorises additional work.
Reconcile what remains
After handover, record actual dispatched quantities and the supporting handover reference. Reconcile the balance against the last confirmed stock record and explain differences. Set the next review date for remaining goods so delayed supplier decisions or seasonal stock do not become unattended storage. Each new shipment still needs its own cargo and route review.
Your preparation checklist
- Received stock by carton and SKU
- Storage purpose, period and billing basis
- Release approver and batch version
- Quantities and destination for this release
- Remaining stock and next review date
Use a release instruction that identifies the stock
State the order or SKU reference, the quantity to release and the packages or units involved. Record what should remain in storage separately. Name the person who can approve substitutions and confirm the destination for this batch. A request to send half the order is ambiguous when several products or variants are stored together.
Example: release one variant and hold another
Illustrative example: stock includes ten blue units and ten black units. The buyer asks to release six blue units. Record six blue as the approved release, with four blue and ten black remaining, subject to the actual stock check. Do not substitute black units for a shortage without a new instruction.
Reconcile the record after dispatch
Compare the approved release with the final packing list and record any difference before handover. Keep a dated balance for the stock that remains and ask for the applicable storage and handling terms. If several people can request releases, agree who has final approval so overlapping instructions do not create conflicting picks.
