Step-by-step guidance for Stores Officers and Warehouse Supervisors. Officer: Mwesigwa Nasuru — Stores Manager
🏭Warehouses & Zones▼
The Warehouses tab manages all physical storage zones across the 150-acre estate — green bean storage, roasting staging, packaging, and finished goods areas.
Tip: Each zone has a capacity limit. Monitor utilisation at 80%+ and notify Kubariho Venture before a zone reaches 100% to avoid stock handling disruptions.
Click + Add Zone to register a new storage location with its type, capacity (bags/kg), and responsible officer.
Use the sub-tabs to view individual zone stock levels and movement history.
Update zone status (Active / Maintenance / Full) in real time as conditions change.
📥Goods Received Note (GRN)▼
Log every incoming delivery using a GRN to create a traceable record linking the supplier, purchase order, quantity, and warehouse zone.
Tip: Never accept a delivery without a purchase order reference. Unauthorised receipts must be escalated to the Finance module for approval.
Click + New GRN and select the supplier and matching purchase order.
Enter the received quantities — the system compares against the ordered quantity and flags shortfalls or overages.
Select the destination warehouse zone and confirm placement.
Save the GRN — stock levels update automatically and the Finance module is notified for invoice matching.
📤Goods Issue Note (GIN)▼
Use a GIN to record all stock transfers out of the warehouse — to production lines, packaging, or internal departments.
Tip: Always link a GIN to a production order or department requisition. Unlinked GINs cause stock discrepancies that are difficult to trace.
Click + New GIN and select the requesting department or production order.
Add line items with the material, quantity, and source zone.
Confirm the GIN — stock balances reduce and the production or finance record is updated.
Both paper and digital GINs must be signed by the requesting supervisor and the stores officer.
🚚Dispatch & Fleet▼
The Dispatch tab manages outgoing shipments to customers and export agents. Fleet tracks all vehicles used for delivery and logistics.
Tip: Every export dispatch must have a completed Export Inspection record from the Quality module before a GIN can be raised for export quantities.
In Dispatch, create a delivery order referencing the sales order or export permit.
Assign a vehicle from Fleet and a driver, confirm departure time and expected arrival.
Mark dispatch status at each stage: Prepared → Loaded → In Transit → Delivered.
In Fleet, log maintenance events, insurance renewals, and driver assignments per vehicle.
🏢Suppliers & Cold Chain▼
Maintain the Supplier register to track vendor performance, payment terms, and lead times. Cold Chain monitors temperature-sensitive storage and transport for certain product lines.
Tip: Rate supplier deliveries after each GRN for quality and timeliness. Poor-performing suppliers should be flagged to Kubariho Venture for contract review.
Add suppliers with their contact, payment terms, lead time, and commodity categories.
Rate each delivery after GRN confirmation — ratings feed into the Supplier Performance Report.
For cold chain items, log temperature readings at receipt and at dispatch. Any breach triggers an alert.
