Warehousing & Distribution Document Roadmap

Ref	Document	Purpose
WAR-001	CIPC Registration Certificate	Proof of company registration
WAR-002	Memorandum of Incorporation (MOI)	Company constitution
WAR-003	SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
WAR-004	COIDA Registration	Employee injury cover
WAR-005	Public Liability Insurance	Cover for third‑party property damage, visitor injury
WAR-006	Goods‑in‑Transit Insurance (for goods stored)	Cover for client stock while in your care
WAR-007	Warehouse Business Licence (Municipal)	Required for trading
WAR-008	Zoning Certificate (Industrial / Warehouse zoning)	Municipality confirmation
WAR-009	Fire Clearance Certificate (warehouse)	Critical for storage facilities
WAR-010	B‑BBEE Certificate	For corporate clients (retailers, manufacturers)
WAR-011	CSD Registration	For government tenders

Ref	Document	Purpose
WAR-012	Warehouse Storage Agreement (Master)	Core contract with client
WAR-013	Logistics/Distribution Services Agreement (value‑added services)	Pick, pack, ship
WAR-014	Quotation / Rate Card Template (per pallet, per sqm, per hour)	Pricing transparency
WAR-015	Goods Received Note (GRN) – per delivery	Proof of receipt, condition
WAR-016	Stock Discrepancy / Damage Report Form	For claims
WAR-017	Release Authorisation Form (client)	Before releasing goods
WAR-018	Non‑Disclosure Agreement (NDA)	For client inventory levels, pricing
WAR-019	Subcontractor Agreement (transport, labour hire)	For outsourced services
WAR-020	Supplier Agreement (racking, pallets, packaging)	With vendors
WAR-021	Indemnity / Hold Harmless Agreement (client)	Liability for hazardous goods
WAR-022	Cold Storage Addendum (temperature‑controlled)	Specific terms

Ref	Document	Purpose
WAR-023	Employment Contract – Warehouse Manager	Senior staff
WAR-024	Employment Contract – Forklift / Reach Truck Operator	Qualified operators
WAR-025	Employment Contract – Pickers / Packers	General warehouse staff
WAR-026	Employment Contract – Receiving / Despatch Clerk	Admin / counting
WAR-027	Employment Contract – Admin / Inventory Controller	Office
WAR-028	Independent Contractor Agreement (seasonal labour)	Peak periods
WAR-029	Code of Conduct (Employees)	Safety, theft prevention, professionalism
WAR-030	Disciplinary Code & Procedure	HR compliance
WAR-031	Shift Roster (warehouse)	Daily allocation
WAR-032	Attendance Register (Daily)	Sign‑in / sign‑out

Ref	Document	Purpose
WAR-033	Daily Warehouse Activity Log (receipts, picks, dispatches)	Management summary
WAR-034	Receiving Log (incoming goods)	Supplier, client, quantity
WAR-035	Put‑Away Log (bin locations)	Storage tracking
WAR-036	Inventory Stock Take Sheet (cycle count / full)	Accuracy
WAR-037	Daily Cycle Count Log	High‑value items
WAR-038	Picking List (per client order)	Order fulfilment
WAR-039	Packing Checklist (per shipment)	Quality control
WAR-040	Despatch / Loading Log (outgoing)	Vehicle, driver, seal number
WAR-041	Return / RMA Log (client returns)	Reverse logistics
WAR-042	Warehouse Bin / Location Register (grid map)	Efficiency
WAR-043	Equipment Inspection Log (forklifts, pallet jacks, reach trucks)	Daily checks
WAR-044	Forklift / Reach Truck Daily Checklist	Safety compliance
WAR-045	Charging Station Log (electric forklifts)	Battery maintenance
WAR-046	Pallet / Stillage Register (asset tracking)	Returnable equipment
WAR-047	Packaging Material Inventory (boxes, tape, shrink wrap)	Stock control
WAR-048	Client Inventory Report (per client, monthly)	For billing and trust

✔	Ref	Document	Purpose
	WAR-049	Occupational Health & Safety (OHS) Policy	Warehouse‑specific H&S
	WAR-050	Warehouse Risk Assessment (racking collapse, forklift traffic, falling objects)	Hazard identification

Ref	Document	Purpose
WAR-061	Invoice Template (storage fees, handling, value‑added services)	Billing client
WAR-062	Supplier Invoice Register (packaging, cleaning, maintenance)	Expense tracking
WAR-063	Payroll Register	Staff wages
WAR-064	Petty Cash Log	Small purchases
WAR-065	Client Payment History	Accounts receivable
WAR-066	Supplier Payment Schedule	Creditors aging
WAR-067	Client Billing Summary (per client, per month)	Pallets stored, pallets moved
WAR-068	Bank Reconciliation Template	Monthly finance

Ref	Document	Purpose
WAR-069	Asset Register (Master)	Forklifts, reach trucks, pallet jacks, racking, IT systems
WAR-070	Forklift / Material Handling Equipment Maintenance Log	Service records
WAR-071	Racking / Shelving Asset Register (by bay)	Damage tracking
WAR-072	Barcode Scanner / RF Equipment Log	Calibration, assignment
WAR-073	Weighbridge / Scale Calibration Log (if owned)	Accuracy
WAR-074	Vehicle / Delivery Truck Log (if own fleet)	Fuel, trips
WAR-075	CCTV / Security Camera Log	Theft prevention
WAR-076	Generator / Backup Power Log (if cold storage)	Runtime, fuel
WAR-077	Asset Disposal Form	Selling old equipment

Ref	Document	Purpose
WAR-078	Daily Warehouse Housekeeping Checklist	Cleanliness, safety
WAR-079	Client Access / Visitor Register (for stocktakes)	Security
WAR-080	Overtime Authorization Form	Staff approval
WAR-081	Leave Application Form	Staff requests
WAR-082	New Employee Induction Checklist (warehouse safety, forklift training)	Onboarding
	WAR-083	Supplier Evaluation Form	Vendor performance
WAR-084	Client Satisfaction Survey (warehouse service)	Improvement
WAR-085	Termination Checklist	Offboarding


Warehouse & Distribution (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Goods_in_Transit_Insurance.pdf
│   ├── Warehouse_Business_Licence.pdf
│   ├── Zoning_Certificate.pdf
│   ├── Fire_Clearance.pdf
│   ├── B-BBEE_Certificate.pdf
│   └── CSD_Registration.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Warehouse_Storage_Agreements/ (by client)
│   ├── Logistics_Distribution_Agreements/
│   ├── Quotation_Rate_Card.xlsx
│   ├── Goods_Received_Notes/ (by client, by date)
│   ├── Stock_Discrepancy_Damage_Reports/ (by incident)
│   ├── Release_Authorisation_Forms/ (by client)
│   ├── Subcontractor_Agreements/
│   ├── Supplier_Agreements/ (racking, packaging)
│   └── Cold_Storage_Addendums/ (if applicable)
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Warehouse_Manager.docx
│   │   ├── Forklift_Reach_Operator.docx
│   │   ├── Picker_Packer.docx
│   │   ├── Receiving_Despatch_Clerk.docx
│   │   └── Inventory_Controller.docx
│   ├── Independent_Contractor_Agreements/
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Shift_Rosters/ (by week)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Warehouse Management/
│   ├── Daily_Warehouse_Activity_Logs.xlsx
│   ├── Receiving_Logs/ (by date)
│   ├── Put_Away_Logs/ (by operator)
│   ├── Stock_Take_Sheets/ (monthly cycle count)
│   ├── Daily_Cycle_Count_Logs.xlsx
│   ├── Picking_Lists/ (by client order)
│   ├── Packing_Checklists/ (by shipment)
│   ├── Despatch_Loading_Logs/ (by date)
│   ├── Return_RMA_Log.xlsx
│   ├── Warehouse_Bin_Location_Map.pdf
│   ├── Equipment_Inspection_Logs.xlsx
│   ├── Forklift_Daily_Checklists/ (by machine)
│   ├── Charging_Station_Log.xlsx
│   ├── Pallet_Stillage_Register.xlsx
│   ├── Packaging_Material_Inventory.xlsx
│   └── Client_Inventory_Reports/ (monthly, by client)
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Warehouse.pdf
│   ├── Risk_Assessments/ (racking, forklifts)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx (per zone)
│   ├── Fire_Extinguisher_Sprinkler_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Warehouse.pdf
│   ├── Fire_Drill_Log.xlsx
│   ├── PPE_Issue_Register.xlsx
│   ├── Racking_Inspection_Log.xlsx
│   ├── Hazardous_Goods_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_History.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Client_Billing_Summary.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Forklift_Maintenance_Logs/ (by machine)
│   ├── Racking_Asset_Register.xlsx
│   ├── Barcode_Scanner_Log.xlsx
│   ├── Weighbridge_Calibration_Log.xlsx (if owned)
│   ├── Vehicle_Logs/ (if own fleet)
│   ├── CCTV_Log.xlsx
│   ├── Generator_Log.xlsx (cold storage)
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Housekeeping_Checklist.docx
    ├── Client_Access_Visitor_Register.xlsx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Warehouse_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Client_Satisfaction_Survey.docx
    └── Termination_Checklist.docx

Legacy Launchpad

📦 Logistics & Warehousing

📋 Document Roadmap

Phase 1: Registration & Compliance (11 docs)

Phase 2: Contracts & Client Docs (11 docs)

Phase 3: Human Resources (10 docs)

Phase 4: Operations & Warehouse Management (16 docs)

Phase 5: Health & Safety (12 docs)

Phase 6: Finance & Suppliers (8 docs)

Phase 7: Equipment & Assets (9 docs)

Phase 8: Forms & Templates (8 docs)

📁 File Directory Structure