Start with the original packet
Use this method for a mixed-unit record in which components are assembled into an identified kit. It addresses unit conversion and repacking. For ordered, damaged, accepted or invoiced quantities, use Handle a Delivery Receipt and Invoice Mismatch.
Collect the current packing specification, approved kit bill/version, physical count, reservation record, assembly issue/receipt and dispatch evidence. Use fictional or approved non-sensitive labels in any public practice. No recipient details, operational coordinates or private contracts are needed.
The example is wholly fictional. One K1 contains two cloth items C and one basin B under an arbitrary teaching bill, with no substitutions authorized. Five cartons hold 10 C each; four cartons hold six B each. Physical counts agree. Technical acceptance and sufficient labor, packaging, storage, timing and safety checks are assumed only for this exercise. The quantities below prove none of those conditions.
1. Normalize the counted units
Keep a line per item: 5 cartons C x 10 C/carton = 50 C; 4 cartons B x 6 B/carton = 24 B. Compare each result with the physical count in that same component unit. Here the counts agree, with no damage or shortage supplied.
Do not convert nine cartons into nine kits or turn 74 assorted pieces into 74 kits. If the packing factor is missing or conflicts with the count, mark the result unresolved and ask the logistics owner to check the evidence. Retain the original count and both conflicting values; do not invent an adjustment.
2. Separate reserved from available components
Four C are reserved for another authorized task. The fictional packet explicitly states no other C reservations and zero B reservations. The warehouse still physically holds 50 C, but only 50 C - 4 C = 46 C are available for this K1 assembly. All 24 B are available in the supplied exercise.
| Component | Physical count | Reserved elsewhere | Available to K1 | Required for one K1 |
|---|---|---|---|---|
| C | 50 C | 4 C | 46 C | 2 C |
| B | 24 B | 0 B | 24 B | 1 B |
Reservation is a restriction on availability, not a physical loss. Do not release it by assumption. Ask the actual owner to resolve unclear or conflicting allocations.
3. Calculate the whole-kit limit
Calculate a separate limit for every required component. For this bill, cloth permits floor(46 / 2) = 23 K1 and basins permit floor(24 / 1) = 24 K1. The minimum is 23 K1. Use whole kits and never round up. Twenty-four K1 would require 48 available C, exceeding 46 C. Twenty-five K1 would require 50 available C and 25 B, exceeding both available components.
This is a component limit, not a capacity promise. Confirm assembly resources and the authorized specification through the responsible owners before real work. A different component cannot silently replace a missing one.
4. Link assembly issue and kit receipt
The supplied packet says 23 K1 were actually assembled. Record 46 C and 23 B leaving loose component stock and 23 K1 entering kit stock, linked by the same transformation reference. These are two sides of the same assembly, not two stocks to add.
| Position after recorded assembly | Quantity |
|---|---|
| Completed K1 stock | 23 K1 |
| Reserved C still loose | 4 C |
| Unreserved C still loose | 0 C |
| B still loose | 1 B |
Where evidence says only planned assembly, retain planned status rather than writing completed. If an issue and an output disagree, preserve the conflict for the logistics owner. Do not backfill a receipt from a calculated possibility.
5. Record dispatch, then reverse the conversion
The packet records an authorized dispatch of 20 K1. Remaining warehouse kit stock is 23 K1 - 20 K1 = 3 K1. It also retains four reserved C and one loose B.
Account for every original component across warehouse residuals and dispatched kits:
- C: 4 reserved C + (3 K1 x 2 C/K1) + (20 K1 x 2 C/K1) = 4 C + 6 C + 40 C = 50 C.
- B: 1 loose B + (3 K1 x 1 B/K1) + (20 K1 x 1 B/K1) = 1 B + 3 B + 20 B = 24 B.
Do not count dispatched kits as warehouse stock. Do not remove their embedded components from the reverse check: they explain where part of the original receipt went. If either equation fails, return to the original unit, reservation, assembly and dispatch records; label the unresolved difference and its owner.
6. Finish with an honest handoff
The record may say 20 K1 were dispatched because that movement is supplied. Destination receipt, recipient distribution and people reached are not supplied. Record those gaps explicitly. Do not infer that 20 kits reached 20 households or any number of people.
The program owner confirms the bill and any substitution authority. The logistics owner checks units, counts and custody. The release owner authorizes any later movement under actual organizational rules. A completed calculation supplies no new permission.
Use Relief Packing and Repacking Reconciliation Record for blank and completed records, Compare Issuing Complete Kits and Separate Items when the issue arrangement needs a decision, and Find the Unit Error in a Consignment Total to practice the limiting-component check. Create a Relief Kit Repacking Pack With AI supplies a separate prompt chain; every output still needs comparison with the original packet.
Sources and limits
LOG pages share one guide family and CRS pages share one agency manual. They support careful units and linked assembly records, not this invented bill or a universal approval rule. The method and worked numbers above are original teaching design.
- Systematic Recording and Support Documentation: Cross-reference component issue, assembly output and later dispatch evidence; retain units and document references. No universal retention rule.
- Logistics: Dispatching and Receiving Goods: Use standardized item identifiers and units and explicit kit contents so unlike measures are not conflated. Agency-specific receiving decisions are not universal permissions.
- Main Types of In-Kind Commodities: Explain kit composition, component dependencies and repacking needs; fictional bill is OpenAid teaching, not imported standard contents.
- Inventory Management: Distinguish components issued into assembly from assembled kits entered as a new item; do not double-count both as available stock.