2 - Attachment D.3.4 - Monthly Inventory Adjustment Report.xlsx

XLSX spreadsheet 29 KB Posted Feb 8, 2018

Attached to: Third Party Logistic (3PL) Services Federal contract opportunity
Solicitation number: 12-3J14-18-S-0096
Issued by: Department of Agriculture Agricultural Marketing Service Washington Office

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Other files for this federal contract opportunity

Other files attached to Third Party Logistic (3PL) Services, newest first.
File	Type	Posted
Attachment_D.1_-_Schedule_of_Items_(A02).xlsx	XLSX spreadsheet	Mar 7, 2018
Amendment_A02.pdf	PDF	Mar 7, 2018
Amendment_A01.pdf	PDF	Feb 27, 2018
Attachment_D.6_-_Temp__Humidity_Req_(A01).xlsx	XLSX spreadsheet	Feb 27, 2018
2 - Attachment D.14 - Annual Subcontracting Plan Form.doc	DOC document	Feb 8, 2018
2 - Attachment D.3.5 - Bi-Monthly Storage Invoice.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.8 - CSFP Foods Available List.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.10 - How Contract CLIN Values Determined.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.3.7 - Reporting Template with References.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.12 - Contractor's Nondisclosure Statement.docx	DOCX document	Feb 8, 2018
2 - Attachment D.3.6 - Monthly Transportation Invoice.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.15 - WBSCM Requirements.docx	DOCX document	Feb 8, 2018
2 - Attachment D.1 - Schedule of Items.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.3.3 - Bi-Monthly Transaction_Handling Invoice.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.4 - FRGRA.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.3.2 - Monthly Inventory Aging _Hold Report.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.7 - FIDPR Foods Available List.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.9 - Recipient Agencies.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.13 - Sample Past Performance Letter and Questionnaire.docx	DOCX document	Feb 8, 2018
2 - Attachment D.5 - Sched of Deducts.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.9 - Recipient Agencies - At Award.xlsx	XLSX spreadsheet	Feb 8, 2018
1_-_Solicitation.pdf	PDF	Feb 8, 2018
2 - Attachment D.11 - Sample Advanced Shipping Notice.docx	DOCX document	Feb 8, 2018
2 - Attachment D.6 - Temp & Humidity Req.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.2 - PWS.xlsx	XLSX spreadsheet	Feb 8, 2018
2 - Attachment D.3.1 - Monthly Floor Loaded Handling Invoice.xlsx	XLSX spreadsheet	Feb 8, 2018

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Information D3.4 Monthly Inventory Adjustment Report

Information
	Due Date:	7th Working Day After End of the Prior Month.
		No later than 4:00 p.m. central time zone (Kansas City, MO)

Number of Copies: 3 electronic copies of Invoice/Report with supporting documentation and 1 hard copy of the Invoice/Report.

Format:	When electronic copies are specified, they shall be submitted on a CD
	Microsoft Excel file (Excel version 2013 compatible). Each report shall be contained in a separate folder.

D3.2 - Monthly Inventory Adjustment Report with supporting documentation (pertaining to each line item transaction and IAN#)

in the report, e.g. Inbound BOL or outbound BOL/POD if tracked to a specific BOL shipment, inventory adjustments, emails, pictures, etc.)

shall be contained in a separate file. Each inventory adjustment transaction (IAN#) shall be segregated in same individual file with its own supporting documentation.

(Example: hidden/latent vendor damage- all pictures, email, etc, in the same individual file for -20 cases hidden vendor damage adjustment.)

Deliver Reports To:	Contracting Officer: One electronic copy of Invoice with supporting documentation
	AMS/COR: One electronic copy of Invoice with supporting documentation and one hard copy of the Invoice.
	FNS/COR: One electronic copy of Invoice with supporting documentation.

Reporting Period: Prior Month

Header Sort Support Docs D3.4 Monthly Inventory Adjustment Report

Header Information Requirements for Reports/Invoices

1	Contractor Name & Business Address (include sub-organization name, room number or mail stop if applicable)
2	Contract Number
3	Task Order Number
4	Title of Report (include copy and/ or version number)
5	Point of Contact (include name, title, and phone number)
6	Include Page Numbers (sequential) on all reports	( i.e. 1 of 200)
7	Reporting Period
8	Contractor's Invoice Number
9	Date of Invoice
10	Contractor's WBSCM Ship To # Entity 4-50xxx (this will be provided at post award conference)

Note: All Invoices/Reports require Contractor's Certification in accordance with Section C.1.

SORT SEQUENCE:

1	By WBSCM Program (FDPIR or CSFP)
2	WBSCM Material Code and Commodity Description
3	Activity Date

SUPPORTING DOCUMENTATION TO BE SUBMITTED WITH EACH REPORT:

1	Copy of inbound BOL with carrier’s signature and date (date carrier receipted for the load) and
	warehouse’s signature and date (date commodity received at contractor’s facility) with cases received.
2	Copy of each outbound BOL from contractor’s facility to the Recipient Agency(ies) and/or any destination
	assigned by USDA with the following data on each BOL:
	a	Name of Recipient Agency with WBSCM “Ship To #”; City, State and Zip Code located
	b	WBSCM Requisition Number
	c	Warehouse Lot number for each commodity ordered, with its corresponding
		inbound PO and PO line item numbers and PR numbers.
	d	WBSCM Material Code and Commodity Description
	e	Number of Cases for each lot shipped
	f	Signature of carrier with date carrier accepts load from contractor’s Facility
	g	WBSCM RA's Regular Scheduled Delivery Date (RSDD)
	h	Signature of Recipient Agency with date commodity was received notating any over, short and damaged commodities
	i	Total gross weight for shipment and total number of pallets outbound
3	Time and Date Stamped Pictures are required to be submitted for all damaged cases.
4	Copy of applicable emails.

Special Data Req D3.4 Monthly Inventory Adjustment Report

SPECIFIC DATA REQUIRED:		for Template
1	WBSCM Program
2	WBSCM Material Code
3	WBSCM Commodity Description
4	Warehouse Lot Number
5	WBSCM PO Number
6	WBSCM PR Number
7	Receipt Date
8	Manufact Date
9	BIUB Date
10	Activity Date		Date of Activity
11	Activity Type		Only ADJ	Note: All inventory adjustments need to be listed, including adjustment errors.
12	Inventory Adjustment Number (IAN)		All inventory adjustments require an Inventory Adjustment Number (IAN), assigned in sequential order starting with 9900001.
			(Reversal of previous adjustment requires a new IAN and activity date transactional record and remains part of permanent record.
			Reversal adjustment does not deleted both entries.
13	Plus or minus Number of Cases
14	Activity Reason Code		(See legend below)
15	Free-Form Nature/Cause/Disposition& Reason Description
16	WBSCM Requisition Number
17	Outbound BOL Number

Activity
Reason
Codes:	IAN	All ADJs require Inventory Adjustment Numbers (IAN).
		Any inventory adjustment (except Shpmnt O/S) not related to a specific WBSCM Req or BOL.
WH O/S	99#	Whse Exam, or Warehouse adjustment (cycle count, audit results showing warehouse inventory losses(-) or gains(+)).
		Any inventory adjustment not related to a specific WBSCM Requisition or BOL.
HVDam	99#	Hidden Vendor Damage
Wh Dam	99#	Warehouse Damage
Prg	99#	Program Change	Adjustment taking quantity out of current lot
Prg	99#	Program Change	Matching adjustment creating new lot in correct program
Shpmnt O/S	99#	Overages or shortages reported by RA or discovered by warehouse/carrier. A specific WBSCM Req Number and/or outbound BOL number
		must be referenced when using this code. Any adjustment without a WBSCM/BOL number must be listed as Warehouse O/S.

Month Inventory Adjustment Rep

D3.4 Monthly Inventory Adjustment Report_YYYY		<Month>	TEMPLATE
	Header information

WBSCM

Warehouse

WBSCM

Inventory

Plus or

Activity

Nature/Cause

WBSCM

Material

Commodity

Lot

Receipt

Manufact

BIUB

Activity

Adjustment

Minus

Reason

Disposition

Requisition

Outbound

Program

Code

Name

Number

Date

Type

Number

Cases

Code

& Reason

Number

BOL #

CSFP

100035

Cheese Reduced Fat

500357

41-24583-110

40-12345 -110

1/15/17

1/5/17

1/5/18

2/12/17

ADJ

9900001

-2

Wh O/S

Two cases missing during cycle count

CSFP

100035

Cheese Reduced Fat

500357

41-24583-110

40-12345 -110

1/15/17

1/5/17

1/5/18

2/12/17

ADJ

9900002

-20

Shipmnt O/S

Overshipped order

1000256200

45703

FDPIR

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