Documenting and Record Keeping

Grain intake and disposal represent the busiest time in the operations of a silo facility due to the large number of transactions of incoming and outgoing goods. Simple but effective record systems must be devised to capture the transactions, monitor and manage the operations.

• Copies of documents for purchase and sale of grain prepared at the quality control office, weighbridge, silo and warehouse must on daily basis be forwarded to the silo records office for compilation and processing of payments, daily receipts and dispatches, stock levels and other data or statistics required by management for decision making.
• Documents for dust and chaff collected and weighed should be prepared and the process for approval set in motion so that the chaff is disposed of and losses adjusted from the stocks accordingly.
• All accounting documents must be safely and securely kept to avoid misuse.