Punjab PSEB Senior Secondary NSQF Logistics (Documentation Assistant) cheat sheet

Logistics manages the forward and reverse flow and storage of goods, services and information between origin and consumption; supply chain management coordinates that flow across all upstream and downstream partners.

The 7 Rs of logistics: right product, right quantity, right condition, right place, right time, right customer and right cost.

Inventory turnover = cost of goods sold ÷ average inventory value; days of inventory outstanding = 365 ÷ inventory turnover.

Reorder point = (average daily demand × lead time in days) + safety stock.

EOQ = √(2DS ÷ H), where D = annual demand, S = ordering cost per order and H = holding cost per unit per year.

The bullwhip effect is the amplification of demand variability upstream, caused by forecast updating, order batching, price fluctuations and rationing; sharing point-of-sale data reduces it.

ABC analysis: A items are roughly 20% of SKUs and 70–80% of value and need tight control; B items are moderate; C items are many low-value SKUs needing simple control.

Push supply chains produce to forecast; pull supply chains produce to actual customer demand; postponement delays final configuration until demand is known.

Total landed cost = unit price + freight + insurance + duties + taxes + handling + inventory carrying cost + compliance cost.

Core shipment documents are the commercial invoice for value and sale terms, packing list for contents and dimensions, transport document such as bill of lading or air waybill, certificate of origin and customs declaration.

A three-way match compares purchase order, goods receipt note and supplier invoice for quantity, price and terms before payment approval; variances are placed on hold.

A goods receipt note records supplier, purchase order, quantity received, date, condition and inspection result; it triggers inventory update and the supplier payment process.

A bill of lading is a receipt, a contract of carriage and a document of title when issued to order; an air waybill is a receipt and contract of carriage but is not a document of title.

Record retention must meet the legal period: in India, GST records are generally retained for 72 months from the due date of the annual return.

Document control uses unique document numbers, version numbers, effective dates, an owner and an approved distribution list; superseded versions are withdrawn or marked obsolete.

An audit trail is a chronological record of who created, changed or approved a document and when; it supports traceability, audit and fraud detection.

Data accuracy controls include field validation at entry, periodic master-data reconciliation, exception reports and reconciliation of physical stock with the system ledger.

EDI exchanges structured business documents such as purchase orders, invoices and advance ship notices between computer systems using agreed message standards, reducing re-keying errors.

Incoterms 2020 define cost, risk and obligation points, not payment or title; the 11 rules are EXW, FCA, FAS, FOB, CFR, CIF, CPT, CIP, DAP, DPU and DDP.

FOB: the seller delivers goods on board the vessel at the named port and risk passes when goods are on board. CIF: the seller also pays freight and insurance to the destination port, but risk still passes on board.

Under DDP the seller bears all costs and risks to the named destination including import clearance and duties; under DAP the buyer handles import clearance and duties.

The HS code is a product classification system; the first six digits are internationally harmonised as chapter, heading and subheading, and countries add further digits for national tariffs.

A letter of credit is a bank undertaking to pay against complying documents; banks deal in documents, not goods, and discrepancies can cause rejection.

A commercial invoice must show seller and buyer, goods description, quantity, unit price, total value, currency, Incoterm, HS code and country of origin.

A certificate of origin proves where goods were produced; it is required for preferential tariff claims under free trade agreements and for some import regimes.

In India, an Importer-Exporter Code from DGFT is mandatory for most import and export; the AD code and shipping bill or bill of entry link bank and customs records.

A shipping bill is the export declaration to customs; a bill of entry is the import declaration; both capture goods, value, duty and licence details.

A bin card records quantity received, issued and balance for a specific storage location; the stock ledger aggregates all transactions per item and must reconcile with bin cards.

FIFO issues the oldest stock first; FEFO issues the earliest-expiry stock first and is mandatory for perishables and pharmaceuticals.

Safety stock = Z × σd × √L, where Z is the service factor, σd is the standard deviation of demand and L is lead time; use lead-time variability when it dominates.

Cycle counting counts a subset of SKUs on a rotating schedule instead of a full annual physical count; count frequency is higher for A items.

Space utilisation = occupied storage volume or pallet positions ÷ available storage volume or pallet positions × 100.

Inventory accuracy = number of SKUs where system quantity matches physical count ÷ total SKUs counted × 100; A items are usually targeted at 95% or higher.

Receiving workflow: pre-advice → gate entry → unloading → count and inspect → goods receipt note → put-away → system update.

Warehouse KPIs include order fill rate, on-time dispatch, inventory accuracy, dock-to-stock time, picking accuracy and cost per order.

A stock adjustment must be authorised, documented with a reason code and posted to the ledger; unexplained adjustments are an audit red flag.

Chargeable weight for air freight = the greater of actual gross weight and volumetric weight; volumetric weight in kg = length × width × height in cm ÷ 6000.

Ocean freight: LCL charges use the revenue ton, being weight or measure whichever is greater; FCL is charged per container.

Freight prepaid means the seller pays freight; freight collect means the buyer pays; this payment choice is separate from the Incoterm risk-transfer point.

Demurrage is a charge for cargo or containers remaining at the terminal beyond free time; detention is a charge for container use beyond free time outside the terminal.

A freight forwarder arranges transport and documentation but may not be the carrier; a carrier physically moves the goods and issues the transport document.

The master bill of lading covers the forwarder–carrier contract; the house bill of lading covers the forwarder–shipper contract.

An air waybill is non-negotiable, uses an 11-digit number format and usually names the consignee; it cannot be endorsed to a third party like an order bill of lading.

In India, an e-way bill is required for movement of goods above the prescribed value threshold and carries consignment, transporter and vehicle details.

Proof of delivery records consignee name, date, time, signature, stamp and damage remarks; it is the basis for resolving freight invoice disputes.

Customs duty = assessable value × rate, plus applicable cess and surcharge; assessable value is generally transaction value plus freight and insurance to the port of import on a CIF basis.

Transaction value is accepted when buyer and seller are unrelated and no restrictions apply; related-party or doubtful transactions may require fallback valuation methods.

Bill of entry types in India include bill of entry for home consumption, where duty is paid, and bill of entry for warehousing, where goods are bonded.

Authorised Economic Operator status gives faster clearance and fewer physical inspections to compliant traders under the WCO SAFE framework.

Rules of origin determine eligibility for preferential duty under free trade agreements using wholly obtained, substantial transformation or change-in-tariff-heading tests.

Regulatory documents may include import licence, BIS certification, FSSAI licence for food, plant or animal quarantine certificate and drug import licence.

A customs broker acts as an agent, but the importer remains legally responsible for the accuracy of the declaration.

Post-clearance audit allows customs to review declarations after release; records must be retained and produced on demand.

Export incentives and schemes require correct supporting documents; misdeclaration can lead to penalties, seizure or denial of benefits.

The 7 Cs of communication are clear, concise, concrete, correct, coherent, complete and courteous.

Business email structure: specific subject line, greeting, purpose in the first sentence, relevant details, required action and deadline, professional closing and only necessary attachments.

Memo format: To, From, Date, Subject, purpose, background, findings, recommendation and signature; no external salutation is used.

Meeting minutes record date, attendees, agenda items, decisions and action items with owner and due date, and are circulated for confirmation.

Spreadsheet formulas: =SUM(range) totals values; =SUMIF(range,criteria,sum_range) totals conditionally; =VLOOKUP(lookup,table,column,FALSE) retrieves an exact match.

File naming convention: document type or project + date in YYYY-MM-DD + version + status, avoiding spaces and special characters.

Version control keeps a master file and archived copies; approved records are not overwritten, and changes are recorded in a change log.

The 3-2-1 backup rule: at least three copies of data, on two different media, with one copy off-site or in the cloud.

Confidential business data should be shared only through approved channels; password-protect files and avoid personal email for official records.

Hierarchy of controls: eliminate, substitute, engineer controls, apply administrative controls, then use personal protective equipment as the last line of defence.

5S means sort, set in order, shine, standardise and sustain; it keeps the workplace safe, visible and efficient.

Fire classes: A ordinary combustibles, B flammable liquids, C flammable gases and D combustible metals; electrical fires need CO2 or dry powder, and cooking-oil fires need wet chemical.

A Safety Data Sheet has 16 sections including identification, hazards, composition, first aid, firefighting, handling, exposure controls and disposal.

Manual handling: keep the load close to the body, bend the knees not the back, avoid twisting and use mechanical aids above safe lifting limits.

Incident reporting: report near misses and incidents immediately, record time, place, people, cause and action, and investigate to prevent recurrence.

Spill response: stop the source if safe, contain with a spill kit, protect drains, ventilate, wear PPE according to the SDS and dispose of contaminated material as hazardous waste.

Waste segregation: dry recyclable, wet biodegradable, hazardous such as batteries, chemicals and e-waste, and biomedical; never mix hazardous waste with general waste.

Ergonomics: monitor top at eye level, elbows about 90°, feet supported and wrists neutral; take micro-breaks from repetitive work.