---
id: KB-CR-017
url: https://app.codecontract.io/help/use-cases-by-role/if-you-run-the-warehouse
idioma: en
categoria: casos-por-rol
subcategoria: operaciones
audiencia: usuario
nivel: basico
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CR-005, KB-CN-010, KB-CR-015]
citadoPor: [KB-CR-011]
---

# If you run the warehouse

_Everything later argued about comes through your door, and nearly always at the worst moment of the day._

**Responde a:** warehouse documentary control · goods-in what to check · rejecting a delivery documentation · warehouse manager paperwork

The warehouse is where everything comes in and goes out, and therefore where half the documentation someone later demands is generated. With one peculiarity: it is generated with a lorry waiting, a driver in a hurry and often first thing in the morning.

## What to capture at the door

| Moment | What is recorded | If not done now |
| --- | --- | --- |
| Intake | What arrives, in what condition and from which batch | It cannot be reconstructed: the lorry has gone |
| Incident | Photo and description before moving anything | You argue with the supplier with no evidence |
| Rejection | What is returned and why, and who brought it | You have neither the goods nor the proof |
| Dispatch | What leaves, with what paperwork and to where | Forward traceability breaks |

> [!IMPORTANT]
> All four share one enemy: **the time it takes to reach the office**. A delivery note stacked to "process later" is one processed two days later, when nobody remembers whether the box arrived dented. Everything on this list is solved by doing it from a phone at the unloading, and is not solved any other way.

## What makes your life easier

1. **Photograph the delivery note on receipt, always** — Even if the paper gets filed later: the photo is already linked to the day and the supplier.
2. **The batch as the thread, not the order** — It is what later answers any backwards question.
3. **Record rejections exactly like acceptances** — It is the evidence that defends you, and the one hardly anyone has.
4. **And say what does not add up on the spot** — A discrepancy raised at unloading gets clarified; raised at invoicing, it gets argued.

> [!WARNING]
> The most underestimated point is who receives when you are not there. A seven-in-the-morning, Saturday or holiday delivery is taken by whoever is present — and if that person has no two-minute route to leave a record, nothing remains. **It is not a discipline problem, it is an access problem**: if recording requires an office computer, it will not be recorded.

## What you will be asked months later

**En corto**

- Exactly what arrived that day and from which batch.
- Who received it and what they checked.
- What was rejected and why.
- And where what left went, with its documentation.

All four are answered in seconds if captured at the door, and not answered if left for the office. There is no middle ground, because what is missing is not the paper: it is the moment.

> [!NOTE]
> If you also receive subcontractor or service visits, apply the same: who came, what they did and what documentation they brought. That is the information an insurer or an inspector asks for later, and that nobody records because "they only came to look".

**What if the supplier will not wait while I record?**

A photo of the note and the pallet: ten seconds and it needs no permission.

**Is the weighbridge ticket enough?**

As weight yes; as origin no, unless it links to the batch and the supplier.

**Must I record what I reject even though it never enters?**

That above all: it is the only proof of what arrived and what you sent back.

## Ejemplos

**A warehouse stacks delivery notes to take to the office at day's end.**

- Photographs each note and any incident at the unloading
- Records rejections too

→ Quantity differences get resolved the same day and stop appearing on invoices.

**Goods arrive and the delivery note is signed in a rush.**

- Captures the note on receipt

→ The record is not lost at the bay.

**There is a dispute about the condition something arrived in.**

- Captures the condition on receipt

→ The dispute closes on the record.

**Nobody knows what came in last week.**

- Checks the goods-in record

→ The question has an answer.

**A supplier delivers with no documentation.**

- Puts on record what is missing the same day

→ The claim goes out while it is easy.

**Material is put away and nobody records it.**

- Records the location on unloading

→ It is located without walking the warehouse.