Despite having a considerable amount of aspect to be taken part in, an inexperienced intern such I myself was only assigned to simple roles, which was rotated in interval throughout the internship, specifically:
• Inbound checker
• Stamper
• Scanner
• Inbound document checker
In this section, due to the confidentiality policy imposed by the company, I can only make illustrations figures and these do not reflect the real warehouse layout, software interface, etc.
Week 1 (01/03 – 04/03)
First and foremost, I learnt that due to safety reasons, every personnel enter the warehouse sector must wear the standard protective shoe and reflective jacket. During this week, the WMS of Gemadept had experienced a critical malfunction in its connectivity to the online database putting the whole warehouse operation in a turmoil. The staff all had their hands full so it was natural that the intern such as myself was not able to gain any practical experience in this week. However, we were lucky to be instructed by one of the supervisors to stand and watch how the receiving process proceeds and grasp the overall operation through the clear guidance of the supervisor
Week 2-4 (07/03 – 25/03)
In this period, I got to familiarize myself with the procedure of an Inbound Check. As mentioned above in section 3, there are products with expiry date and there is none. Due to this, the intern was only able to be tasked with orders having no product with expiry date.
After the supplier representative finished having the document checked with the personnel from the data room, the product checking form will be moved to the working desk while the representative drives his/her truck from the gate into the dock. The checking process starts once the driver has finished unloading their goods onto pallets and settle them in the vacant lanes. At the working desk, Inbound Checker, which is myself, will use the product checking
form to call the representative through the speaker then the two will proceed to the lanes where the order is settled and start checking.
A8 A7 A6 A5 A4 A3 A2 A1
Dock Door Dock Door Dock Door Dock Door
Data room
Working Desk
Figure 25: Illustration of the receiving area
Along with the product checking form (Figure 7), I will carry a bunch of pre-printed information notes containing the information regarding the goods in the order that needs to be filled once I am done checking each article: ASN, Number of carton (actual quantity received), Article number, Checker name.
Article number Quantity
Name ASN
Figure 26: Information note
Firstly, it is my job to open the boxes of each article based on the barcode printed on the piece of paper sticked to the exterior of the box and count to see if the number of case per box matches with what is written in the checking form (Figure 7). If it is correct, I will mark the three columns (MU/case, Case/Thùng, MU đơn vị MM) with column “MU đơn vị MM”
equals column “MU/case” times column “Case/Thùng”. Then at column “Số thùng thực nhận & MU lẻ nếu có” and column “Actual Qty Received”, I will tick them. In case there is loose MU then I will write down in the “Số thùng thực nhận & MU lẻ nếu có” column the number of carton and the loose MU number; for instance, “1T + 1 lẻ”
Secondly, I will fill the information note based on the information that has been checked in the check form. Then I will reseal the box using tape and stick information note while resealing. This process is repeated for all the article in the order,
Thirdly, after finish checking the whole order I will write down on the checking form the Door, Line where the goods of the order are settled, License Plate, Check name, Check-in time, Arrival time at Dock, Time of unloading, Time finish unloading, Time of receiving
(checking process), Time of finish receiving. In order to keep up the KPI, the time gap between Finish Unloading and Time of receiving should not exceed 30 minutes. The conclusion of the order is to be written regarding how many PO the supplier delivers, how many article, and the total quantity received based on the sum of column case/thùng
Figure 27: Finished checking form
Last but not least, when the data room has finished with the data entry, I will have to sign the release form in order for the representative to exit the truck out of the dock.
Week 5 (28/03 – 01/04)
During this week, I took on a new role as a stamper. This role basically involves stamping the above-mentioned header per item label (Figure 19) next to the information note (Figure 26) which was taped with the box in the checking process.
The first thing I need to do is to look for the lane where the goods of that order are at by looking at the lane’s name, which is in the format of a letter and a number, on the header wave of the label (Figure 18). This part of the stamp only serves as the overall cover of the order and an indicator of which lane the order is placed.
Figure 28: Lane indicator in Header wave of label
Move on to the stamping, I will check to see if the ASN on the header per item label (Figure 19) matches with the ASN on the information note (Figure 26). Next, I need to check if the quantity received on the information note (Figure 26) matches that of the label because sometimes the ASN matches but the quantity received does not due to the article being split into different portion for different MM store. My responsibility only extends to this point, as for the stamping of the remaining stamp having the store indicator onto the box is the job for the employee who is more accustomed to doing it than myself
Figure 29: ASN and Quantity received on the header per item label Week 6 (04/04 – 08/04)
In this week, I was assigned to the role of a Scanner. My responsibility during this week is to check the pallet containing the goods after the sorting process has been properly carried out to see if there is any difference from what has been available on the WMS. Due to confidentiality policy, I cannot show any image relating to the WMS interface that I was working on during my time as a Scanner.
In order to make it clear, the sorting process is the process in which the worker reorganize the boxes of different article from the supplier into a pallet along with the other having the same destination, which is one of the stores of MM
Figure 30: Store indicator on the stamping label
To proceed with the scanning process, I first scan the pallet ID which has been taped on one of the boxes on the pallet. This way, the WMS interface will move forward to the next one where it can verify whether the box has been scanned and matched with the data on the database or not.
To scan the box, I need to find the label that was stamped on the box and scan its QR code.
If the box has yet to be scanned, the WMS will continue to proceed otherwise a notification will pop up saying “Error”. After each scan, I was instructed to take a marker and mark on the label so as to indicate that the box has been scanned, note that the mark should not intercept the QR code in case I need to rescan.
After scanning all the boxes on the pallet, I need count the total number of boxes so I can compare it with the data on the WMS. If the number of boxes counted matches with the data then I can move on to the next pallet otherwise I either need to recount or rescan in case I missed any box
Week 7-9 (11/04 – 29/04)
In this week, I was assigned to the role of a Document Checker. My responsibility during this week is to check delivery document, supplier information against booking report and
other requirement related to the specific delivery document. Due to confidentiality policy, I cannot show any real image relating to the Excel work sheet interface that I was working on.
The rule at the document checking table is First Come First Served, the supplier representative submitting their document first will be checked first. First and foremost, we look at the name of the supplier on the document to search for the content of the delivery on the Excel work sheet. All the delivery of a working day has been put onto the database the previous day so I just need to type the name of the supplier into the search bar then select the supplier and the delivery content will show up. The delivery content will show how many POs have been made by MM and each one has its own PO number. Next, we check the document.
For normal FG, we need to check to see if the number of PO and the PO number matches what has been booked or not. If the document lacks the required information, then it will be sent back to the representative and the company will reject the receiving of that delivery. As for those that meet the requirement, I will print the BRS enclosed with delivery document and assign the priority for receipt based on the delivery status (on time; early, late). For KPI purpose, the one with on time status is marked as < 50 while early and late status are marked as > 50 in the Excel work sheet. The more orders that are on time the better the KPI performance.
For PAXD goods, the related document is more sophisticated. I need to check the PO number, ensure that the 5 Delivery Notes from Supplier designed by MM’s “PAXD Delivery Note” are included, 2 copies of invoice (in case of Import goods). After that I need to see if the delivery happens on the allowed date or not. For PAXD delivery, it will be rejected if delivered later than 8 days since the date of booking even though the date of delivery is still within the deadline of receiving. For instance, if the supplier made a booking with GMD on the 3rd of the month and the deadline of receiving is on the 13th then the delivery must happen between the 4th and the 11th of the month. Even though the 12th is still before the deadline of receiving but it has exceeded 8 days from the date of booking so the delivery on this day will be rejected. If the delivery is valid then I will stamp the seal of approval by GMD onto the first and fifth PAXD delivery note at the “Xác nhận từ CJ GMD” section.
PAXD delivery does not require BRS so I just proceed to update the time status of the