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How To Inventory a Client’s Property

New York | Miami | Los Angeles |


Keywords: Inventory, manifest, label, list, inspect, examples

Purpose: Establish the proper procedure to accurately inventory a client’s items during pickup

Intended For: art techs, dispatchers, warehouse workers, export, sales and import department

How to details:

A list of all items collected must be maintained.

General observation to highlight is when our sales rep is involved. Our inventory procedures ,must be reviewed with the client prior to collection and storage needs discussed.

We have seen 4 distinctly different scenarios at the pickup point when collecting property.

  • Client supplies Inventory list

  • Client does not have an inventory list

  • Items collected are few

  • Client does not have an inventory list, doesn’t want an inventory, and wants the process to go quickly

For collections using the client’s inventory list:

The client’s inventory list can be used to maintain control of the inventory and condition of the items being collected. This client’s list can replace the DTD inventory list. Our item number must be marked though on the client’s inventory

Client does not have an inventory list and DTD list is used:

The attached DTD inventory form should be used when collecting multiple items. Following fields must be completed:

Item # - Client’s item number or reference

Location - Where item is collected in the client’s home / facility

Condition - Comments about damage, marks, or any inconsistencies noticed on the item

Photos must be taken of all irregularities

Items collected are few

For few or single item collections, the bill of lading can be used as inventory and condition reporting. Important to note on the bill of lading, is the same as above. Item #, Location and Condition

All items collected must tally against all inventories. At the conclusion of the pickup, the bill of lading should be manually adjusted to equal the DTD inventory list.

Client does not have an inventory list, doesn’t want an inventory, and wants the process to go quickly

It is suggested to aggregate all smalls into a larger container, i.e., a box, C-Bin or a pallet. The larger container will have a DTD item # and it and a description should be provided by the client for the overpack, We may just have to indicate “overpacked, items nor known, as per shipper's instructions”

1 x 1.5” labels should be pre printed prior to dispatch. Number format should be DTD job # followed by 01. For example “69618-01, then 69618-02”. The 01 & 02 extensions will be our item#

The adhesive backing should never make contact with the collected item. The label must adhere to the outer packing only of the item collected. If the item is “raw” then the adhesive backing should not be affixed to a string tag with the string tag then attached to the raw item.

Example below of 1 x 1.5” Thermal Label and example of String Tags

Thermal printed labels 1 x 1.5”

String Tags

Add links, attachments, videos, calendars ….

1. DTD inventory: 2.

Additional Resources / Revferences:

1. 2.

Date Drafted: 9/19/2022

Author: Mark Boyea


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