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Stock Management

Vallis have a wide range of detailed procedures for the receipt of stock into warehouses, the management of stock therein, and the controlled release out.

Stock in the warehouse falls under Vallis’ care, custody and control using documentary and physical mechanisms. The release of stock is tightly controlled on instruction and tallying out is recorded on several soft and hard documents. Stock reporting takes place daily to all parties and regular observations and inspections of the storage facility and surrounds also take place.

OUR STEP BY STEP PROCESS

Tally In

Vallis deal with the physical counting and recording of stock entering a warehouse or facility. Additionally, stock is verified against accompanying documents and visually inspected.

  • Verification includes the confirmation of stock type, vessel origin, brand, packaging and visual inspection.
  • The tally sheet is reconciled¬†against third-party paperwork before entering a Vallis stock report.
  • There are several internal procedures to check and validate the stock report prior to sending to relevant parties. Recommendations are offered on the stacking of bagged product to ensure stock integrity.

Warehouse Receipt / Stock Confirmation

When all stock has been warehoused, Vallis will issue a Warehouse Receipt.

  • A Warehouse Receipt is not a document of title and cannot be negotiated or transferred. It is a confirmation by Vallis of receipt of goods.
  • The receipt has a unique number and is usually issued to the order of the financier and for the account of the trader.
  • Goods that have been received damaged, caked, wet or mouldy can be included on the Warehouse Receipt. These goods may be re-bagged/re-conditioned into sound stock at a later stage.

Care, Custody and Control

Between the receipt and the release of stock, Vallis take care, custody and control. A Vallis Stock Card is placed on stock. It details all daily movements. If stock is pledged to a third party, a Vallis Pledge Card is affixed.

  • Daily stock counts are conducted. The facility may be leased or sub-leased. There will be a waiver of lien over the stock. There are a series of registers that record all occurrences, staff movements, visitors and so on.
  • Vallis’ locks and seals are placed on all entrances/exits. The fixing, breaking and replacing of seals are recorded in the Seal Register.
  • Part of the care of stock is the management of re-bagging. Damaged, caked, wet or mouldy stock can be re-bagged into sound stock.

Release Mechanism

The removal of stock from the warehouse is not permitted under any circumstance unless Vallis have received authorisation in the form of a Release Instruction.

  • An official Release Instruction authorises the controlled dispatch of stock to an off taker. The Instruction has a unique number and details the quantity and type of stock to be released, the location of storage, the vessel of origin and the Vallis Warehouse Receipt under which the stock was originally receipted
  • A tally sheet is completed for each individual dispatch and cross referenced to a Goods Dispatch Note (GDN).

Tally Out

Vallis handle the physical counting and recording of stock leaving a warehouse or facility. Additionally, stock is verified against accompanying documents such as delivery orders, release instructions.

  • A tally sheet is completed for each individual dispatch and cross referenced to a Goods Dispatch Note (GDN).
  • The Vallis member of staff, customer and vehicle driver sign off quantities reflected on the tally sheet and the GDN.