CHAPTER 2 - FORMS AND INSTRUCTIONS FOR USE

FORM I : MILK RECEIPT

FORM I

Completed by the milk buyer at the collection centre.

Receipt No : printed on the document

AM - PM : make a cross in the appropriate space

AM for milk bought in the morning
PM for evening milk

Producer No : complete number including code for route and collection centre

KG : net weight of the milk supplied by the producer

Total this page : total KG purchased on the receipts of the page

Brought forward : total KG calculated in the space “cumulative total” of the previous page of the milk receipt book

Cumulative total : addition of “total this page” and “brought forward”

FORM II : DELIVERY NOTE

FORM II

Completed by the milk buyer : the top part of the document and the section “received by the driver”

Completed by the receptionist at the dairy plant : the part “received at dairy” and “shortage - surplus”

To be completed by the milk buyer

Collection centre No. : the code of the collection centre preceded by the code of the route

Milk receipts No. : the first and last number of the milk receipts used for purchasing the milk to be dispatched. When more than one receipt book was used the first and last number of each book should be recorded

Vehicle No. : as on the number plate of the vehicle transporting the milk to the dairy plant.

Received by driver

Litres per can : capacity of the various milk cans to be transported
Number of cans : the number of cans of each capacity
Total litres : litres per can multiplied by the number of cans
Total litres received by driver : addition of the total litres for each type of can.

To be completed by the receptionist

Received at dairy

Number of cans : the number of cans from the collection centre weighed-in at the dairy plant. This number should agree with the number of cans received by the driver.

KG : the net weight of fresh milk as indicated by the reception scale.

Total fresh : addition of the fresh milk weighed-in.

Total reject : the net weight of the milk rejected on arrival at the dairy plant.

Total KG received at the dairy : addition of total fresh and total reject.

Total KG received by driver : the total litres received by the driver multiplied by 1.032

Surplus/shortage : difference in KG between total received by driver and total received at dairy

ROUTING : 1st copy : from the milk buyer via the driver to the receptionist

2nd copy : to remain in the book with the milk buyer.

FORM III : RECEPTION CONTROL SHEET

FORM III

DAIRY ORGANIZATION

R E C E P T I O N   C O N TR O L   S H E E T

Date ……

Completed by the receptionist.

Documents used for completion / Milk receipts Delivery notes

Collection centre No. : the code of each collection centre including the code of the route. These number should be recorded in serial order. When no expansion of the network of collection centres is expected the numbers can be printed on the documents, allowing space for sub-totals for each route.

Delivery note No. : the number of the delivery note issued by the corresponding collection centre

1. Milk purchased : the total weight of milk purchased at each collection centre as calculated on the last page of milk receipts received from the collection centre.

2. Delivered to driver : the total KG received by the driver at the collection centre.

3. Difference A - B : indicates the difference caused at the collection centre. This difference needs to be calculated only when the difference in column E is significant.

4. Received at dairy : total weight of milk received at the dairy plant including rejects

5. Difference A - D : indicates the difference caused between the collection centre and the dairy plant. The figure should be preceded by + for a surplus and - for a shortage. The daily total of this column should be calculated as a % of the milk purchased.

6. Rejected milk : as indicated on the delivery note. The daily total should be calculated as a % of the milk purchased.

7. Fresh milk : milk received at the dairy minus rejects.

The daily total should be converted into litres and the total fat calculated.

ROUTING : 1st copy: forwarded to the accounts office for checking the producer accounts.

2nd copy: remains with the receptionist for completing the reception control summary sheet (Form IV). Then forwarded to the production manager for comparing the milk received with the entries on the pasteurisation control sheet (Form V).

FORM IV : RECEPTION CONTROL SUMMARY SHEET

FORM IV

DAIRY ORGANIZATION

R E C E P T I O N   C O N T R O L   S U M M A R Y   S H E E T

Month …. Year ….

Completed by the receptionist.

Document used for completion : reception control sheet. The daily totals and percentages of the reception control sheet should be transferred to this document and the monthly total should be calculated for each column.

ROUTING : 1st copy : to the production manager for checking

2nd copy : to the accounts office for checking the producer accounts

3rd copy : to remain with the receptionist.

FORM V : PASTEURISATION CONTROL SHEET

FORM V

DAIRY ORGANISATION

P A S T E U R I S A T I O N   C O N T R O L   S H E E T

Completed by the head of the pasteurisation section.

Opening stock : closing stock of the previous day

Raw milk from reception : the volume and quantity of fat received from the reception. These figures should be the same as the fresh milk figures recorded on the reception control sheet.

Reconstituted skim milk : the quantity of skim milk obtained in the tanks after reconstitution.

The quantity of butteroil used in the production.

Out : the volume, fat % and total fat of the products send to the various processing sections. The volumes should be read on the measuring device of the reception tanks in the processing sections.

Closing stock : the stock remaining in the tanks of the pasteurisation section at the end of a day.

Difference : Surplus or shortage obtained when deducting total output from total input.

ROUTING : to production manager for checking and preparation of monthly reports.

FORM VI : LIQUID MILK CONTROL SHEET

FORM VI

DAIRY ORGANIZATION

L I Q U I D   M I L K   C O N T R O L   S H E E T

Date ……

Completed by the head of the liquid milk section.

Opening stock : closing stock of the previous day

Received from pasteurisation : the volume, fat % and total fat received from the pasteurisation section. These figures should agree with the “out to liquid milk” on the pasteurisation control sheet.

Out : the number of units leaving the section for the coldroom. The number of units for each type of package and product should be multiplied by the unit size to obtain the number of litres.

Closing stock : stock remaining in the tanks of the liquid milk section at the end of the day.

Difference : surplus or shortage obtained when deducting total output from total input.

ROUTING : to production manager for checking and preparation or monthly reports.

FORM VII : FERMENTED MILK CONTROL SHEET

DAIRY ORGANIZATION

F E R M E N T E D   M I L K   C O N T R O L   S H E E T

FORM VII

Date ……

Completed by the head of the fermented milk section.

Opening stock : closing stock of the previous day

From pasteurisation : the volume, fat % and total fat received from the pasteurisation section. These figures should agree with the “out to fermented milk” on the pasteurisation control sheet.

From butter : the quantity of butter milk received from the butter section. The figure should agree with the quantity issued recorded on the butter control sheet.

Sugar/fruit pulp : the volume of products added to obtain the final product.

Out : the number of units leaving the section for the coldroom. The number of units for each type of package and product should be multiplied by the unit size to obtain the number of litres.

Closing stock : stock remaining in the tanks of the fermented milk section at the end of the day.

Difference : surplus or shortage obtained when deducting the total output from the total input.

ROUTING : to production manager for checking and preparation of the monthly reports.

FORM VIII : BUTTER CONTROL SHEET

FORM VIII

DAIRY ORGANIZATION

B U T T E R   C O N T R O L   S H E E T

Date ……

Compiled by ……
Checked by ……

Completed by the head of the butter section.

Cream ripening

Stock ripened cream : closing stock of the previous day.

Cream received : should equal the cream issued to the butter section as recorded on the pasteurisation control sheet.

Starter : the quantity of starter added to the cream

Total available : stock + received + starter

To churning : volume, fat content and total fat of the cream filled in the butter churn. The volume should agree with the total of the “cream litres” column in the churning section of this document.

Closing stock cream remaining in the butter section at the end of the day.

Difference : surplus or shortage obtained when substracting the total output from the total available.

Churning

The quantity of cream used and the quantity of butter and buttermilk obtained should be recorded for each process and totalled at the end of each day.

Issued to fermented milk section : the volume of butter milk issued from the butter section. If butter milk is used by more than one section, more space should be provided on the document to record the issues to the various sections. The issues of butter milk should also be found on the “in” side of the control sheet of the receiving section.

Butter yield : the quantity of butter obtained divided by the total quantity of fat used as recorded “to churning” in the cream ripening section of this document.

Packaging

Stock bulk butter : the closing stock of the previous day

Received from the churn : this figure should equal the total “butter KG” of the churning section of this document.

Total available : stock bulk butter + received from churn.

Butter : the number of units of packaged butter should be counted when entering the coldroom. The number of units should be multiplied by their respective unit sizes to obtain the number of kilograms entered in the coldroom.

Closing stock bulk butter : the butter that has not been packaged at the end of the day and that remains in the butter section or the unpacked butter issued to the coldroom if this coldroom is not under the responsibility of the butter section.

Total issues : total packaged + closing stock

Difference : total available - total issues

ROUTING : to the production manager for checking and for preparation of montly reports.

FORM IX : STORES ISSUE VOUCHER

FORM IX

Completed by the sales manager : top and bottom part of the document “quantity issued”, “unit price” and “amount”.

the storekeeper : “returns” and “net quantity”

Retail/wholesale : make cross in the appropriate space

Quantity issued : the number of units to be issued from the coldroom

Returns : the number of units of each product and size returned to the coldroom by the salesman on completion of his route

Net quantity : quantity issued - returns

Amount : net quantity multiplied by the unit price. This should agree with the addition of the amounts on the delivery notes and cash sales issued by the salesman during the day.

Milk cans and crates : to record the units of returnable containers issued, returned, net quantity and amount. When the net quantity and the amount are negative this should be clearly indicated. The space is double the size of the other lines because two lines are required on the delivery notes and cash sales to record the movements of returnable containers.

Value cash sales : the value obtained by adding the totals of all cash sales issued by the salesman during his tour.

Value credit sales : the value obtained by adding the totals of all delivery notes issued by the salesman during his tour.

Cash received : the cash paid by the salesman to the cashier, the amount recorded on the cash receipt issued by the cashier.

Shortage/surplus : the difference between the value of cash sales and the amount receipted by the cashier.

Total : this total should equal the grand total obtained by adding the amounts of each product and deposit.

ROUTING : 1st copy : from the sales manager via the storekeeper to the salesman. On completion of the route this copy returns to the sales manager after the storekeeper has completed the returns and net quantity.

2nd copy : from the sales manager to the storekeeper and remains there to be used for completing the coldroom control sheet.

3rd copy : remains in the book with the sales manager for checking if all vouchers issued by him are returned for checking and accounting.

FORM X : DELIVERY NOTE AND CASH SALES

FORM X

Delivery note

Completed by the salesman; one document issued for each credit customer.

Acc No. : the number of the debtors account of the customer. Could eventually be completed by the invoicing section.

Quantity : the number of units delivered to the customer.

Unit price : could be printed on the document if prices do not change frequently.

Amount : quantity multiplied by the unit price.

Milk cans/crates returned : the number of containers returned by the customer to the salesman. This figure is always negative and the - sign should be printed on the document.

Invoice No. : the number of the invoice issued for this delivery note to be completed by the invoicing section.

ROUTING : 1st copy : to the customer

2nd copy : to the sales manager for checking the stores issue voucher of the salesman who issued the delivery notes, then forwarded to the invoicing section.

3rd copy : to remain in the book completed books should be forwarded to the invoicing section.

Cash sales

The lay-out for this document is almost the same as the delivery note. The title of the document should be changed to cash sales. Acc. No. and Invoice No. should not appear on the cash sale. The customer's signature should be replaced by the salesman's signature. Where delivery notes should go to the invoicing section the cash sales should be forwarded to the cashier.

FORM XI : SALES SUMMARY

FORM XI

Completed by the sales manager.

The same document is used for making daily, weekly, or monthly sales and for the total sales per salesman. The type of summary should be indicated by making a cross in the appropriate space. Daily sales summaries and salesman's sales summaries should be prepared from the appropriate stores issue vouchers.

Weekly sales summaries should be prepared from daily summaries.

Monthly sales summaries should be prepared from weekly summaries.

Total units : obtained by adding the net quantities of the stores issue vouchers.

Litres : obtained by multplying the total units for each product and size with their unit size.

Litres per porudct : addition of the litres for each type of product

Amount : addition of the amounts for each product and size as recorded on the documents used for making the sales summary.

S.I.V. No./Cash receipt No./amount : to be completed only when stores issue vouchers are used for making the sales summary.

ROUTING : 1st copy : to the accounts office for checking with cash book and debtors ledger and for posting sales book and nominal ledger.

2nd copy : to the production manager for checking the coldroom control sheets.

FORM XII

DAIRY ORGANIZATION

C O L D S T O R E   C O N T R O L   S H E E T - L I Q U I D   M I L K

Date …………

Compiled by ……

Stock taking made by ……

FORM XIII

DAIRY ORGANIZATION

C O L D S T O R E   C O N T R O L   S H E E T   -   F E R M E N T E D   M I L K

Date………

Compiled by ……

Stock taking made by ……

FORM XIV

DAIRY ORGANIZATION

C O L D S T O R E   C O N T R O L S H E E T   -   B U T T E R

Date………

Compiled by ……

Stock taking made by ……

FORMS XII, XIII, XIV : COLDSTORE CONTROL SHEET

Completed by the storekeeper

Opening stock : the physical stock in units of the previous day's coldroom control sheet.

Received fresh : the number of units received from the processing sections. The quantities should agree with the “out” side of the control sheet of the processing sections.

Received returns : the number of units returned by the salesmen, obtained by adding the return column of the stores issue vouchers issued during the day.

Total intake units : opening stock + received.

Total intake litres : total intake in units multiplied by the respective unit size. The addition of these results horizontally gives the total litres intake fresh and returns for each type of product.

Sales issues : obtained by adding the quantity issued column of the stores issue vouchers.

Leakages : the number of units of products that can no longer be used. To be counted in the coldroom by the storekeeper in the presence of a senior officer.

Other issues : number of units issued for other reasons than sales. Includes the number of units that cannot be sold in their present state but can still be reprocessed.

Total issues units : sales issues + leakages + other issues

Total issues litres : total issues in units multiplied by the unit size. The addition of these results horizontally gives the total litres issued for each product.

Closing stock units : total intake - total issues.

Closing stock litres : total intake litres - total issues litres. As control the closing stock units multiplied by the respective unit sizes should give the same result.

Physical stock units : the number of units found in the coldroom after stocktaking.

Physical stock litres : physical stock units multiplied by unit size.

Difference : closing stock litres - physical stock litres.

ROUTING : 1st copy : to the production manager for checking with control sheets of the processing sections and daily sales summary.

2nd copy : to remain with the storekeeper.

NOTES

• The coldroom control sheet fermented milk presented in this publication is only for fresh products. A second coldroom control sheet is necessary for recording the movements of the returns. The coldroom control sheet for fermented products had to be split because the number of products is too large for one sheet.

• When bulk butter is stored under the responsibility of the store keeper the coldroom control sheet butter should have an additional column “bulk butter”. Issues of bulk butter for packaging should be recorded as other issues.

THE FAO TECHNICAL PAPERS

FAO ANIMAL PRODUCTION AND HEALTH PAPERS:

1. Animal breeding: selected articles from World Animal Review, 1977 (C* E*F* S*)

2. Eradication of hog cholera and African swine fever, 1976 (E* F* S*)

3. Insecticides and application equipment for tsetse control, 1977 (E* F*)

4. New feed resources, 1977 (E/F/S*)

5. Bibliography of the criollo cattle of the Americas, 1977 (Bi. E/S*)

6. Mediterranean cattle and sheep in crossbreeding, 1977 (E* F*)

7. Environmental impact of tsetse chemical control, 1977 (E* F*)

8. Declining breeds of Mediterranean sheep, 1978 (E* F*)

9. Slaughterhouse and slaughterslab design and construction, 1978 (E* F* S*)

10. Treating straw for animal feeding, 1978 (E*, F*, S*)

11. Packaging, storage and distribution of processed milk, 1978 (E*)

12. Ruminant nutrition: selected articles from World Animal Review, 1978 (C* E* F* S*)

13. Buffalo reproduction and artificial insemination, 1979 (E***)

14. The African trypanosomiases, 1979 (E* F*)

15. Establishment of dairy training centres, 1979 (E*)

16. Logement des jeunes bovins en stabulation libre, 1980 (E*** F* S***)

17. Prolific tropical sheep, 1980 (E*)

18. Feed from animal wastes: state of knowledge, 1980 (E*)

19. East Coast fever and related tick-borne diseases, 1980 (E*)

20/1. Trypanotolerant livestock in West and Central Africa, 1980 (E* F*) Vol. 1 - General study

20/2. Trypanotolerant livestock in West and Central Africa, 1980 (E* F*) Vol. 2 - Country studies

21. Guidelines for dairy accounting, 1980 (E*)

FAO PLANT PRODUCTION AND PROTECTION PAPERS: 22 titles published

FAO CONSERVATION GUIDES: 5 titles published

FAO FORESTRY PAPERS: 22 titles published

FAO FOOD AND NUTRITION PAPERS: 17 titles published

FAO AGRUCULTURAL SERVICES BULLETING: 42 titles published

FAO IRRIGATION AND DRAINAGE PAPERS: 38 titles published

FAO SOILS BULLETINGS: 45 titles published

Availability: October 1980

C - Chinese
E - English
F - French
S - Spanish
Bi. - Bilingual

The FAO Technical papers are available through the authorized FAO Sales Agents or di- rectly from Distribution and Sales Section, FAO, Via delle Terme di Caracalla, 00100 Rome, Italy