Module 3: Practical Lab — Data Collection & Digital Requisitions using Google Forms

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Learning Objectives

By the end of this practical lesson, you should be able to:

• Create a Google Form for requesting stock and supplies.

• Use appropriate question types to collect logistics information.

• Make important questions compulsory.

• Connect a Google Form to Google Sheets.

• Test the form using realistic stock requisition information.

Introduction

In logistics and supply chain management, organisations regularly need employees or departments to request materials from a store or warehouse. These materials may include stationery, cleaning materials, packaging materials, spare parts, food items, fuel, or other supplies.

If these requests are made through paper forms, phone calls, or WhatsApp messages, it can become difficult to keep proper records and track who requested an item, what was requested, and when it was needed.

Google Forms provides a simple digital solution. A logistics officer can create a Stock Requisition Form that employees complete using a smartphone or computer. Once the form is submitted, the information can automatically be stored in Google Sheets, where it can be reviewed and analysed.

Practical Activity: Create a Stock Requisition Form

Imagine that you are a logistics officer working for an organisation in Mzimba. Different departments regularly request supplies from the central store.

Your task is to create a Google Form called “Stock Requisition Form.”

Open Google Forms and create a blank form. Add the following questions:

1. Requester's Full Name

2. Department

3. Date of Request

4. Item Requested

5. Item Category

6. Quantity Requested

7. Unit of Measurement

8. Reason for Request

9. Required Date

10. Priority Level — Normal, Urgent, or Very Urgent

11. Requester's Phone Number

Use appropriate question types such as short answer, multiple choice, dropdown, and date questions. Make important questions Required so that users cannot submit incomplete requests.

After creating the form, connect it to a Google Sheet. Submit at least five sample stock requests using different departments and different items.

For example, one department could request 10 boxes of printing paper, while another requests cleaning materials or printer toner.

Practical Output

At the end of this practical, you should have:

• A functional Stock Requisition Google Form.

• At least five test submissions.

• A Google Sheet containing the submitted requests.

• Properly organised stock-request information.

Conclusion

Google Forms can help organisations digitise stock requisitions, reduce paperwork, and create an organised record of supply requests. When connected to Google Sheets, the collected information can also support inventory monitoring, demand planning, and decision-making.

Learning Objectives

By the end of this practical lesson, you should be able to:

• Create a Google Form for recording received goods.

• Collect information about suppliers and deliveries.

• Record quantities ordered, delivered, and accepted.

• Record damaged goods, shortages, and other discrepancies.

• Connect the form to Google Sheets for record keeping.

Introduction

Receiving goods is an important activity in logistics and supply chain management. When goods arrive from a supplier, the organisation needs to confirm that the correct products and quantities have been delivered and that the goods are in an acceptable condition.

For example, a business may order 100 cartons of cooking oil but receive only 95 cartons. Some of the cartons may also be damaged. If these differences are not properly recorded, the organisation may lose money or experience problems when following up with the supplier.

Google Forms can be used to create a digital Goods Receiving and Delivery Inspection Form. Instead of completing a paper document, a stores or warehouse officer can enter the information using a smartphone or computer. The responses can then be automatically stored in Google Sheets.

Practical Activity: Create a Goods Receiving Form

Imagine that you are a stores officer responsible for receiving deliveries at a warehouse in Malawi.

Your task is to create a Google Form called “Goods Receiving and Delivery Inspection Form.”

Create the form and add the following questions:

1. Supplier Name

2. Purchase Order Number

3. Delivery Note Number

4. Date of Delivery

5. Name of Receiving Officer

6. Item/Product Name

7. Quantity Ordered

8. Quantity Delivered

9. Quantity Accepted

10. Condition of Goods — Good, Damaged, or Partially Damaged

11. Was There Any Shortage or Excess?

12. Description of Discrepancy

13. Delivery Vehicle Registration Number

14. Supplier Contact Person

15. Remarks

Use suitable Google Forms question types. For questions such as Condition of Goods and Delivery Status, use multiple-choice or dropdown options where appropriate.

Make important questions Required.

Next, connect the form to Google Sheets. Submit at least five sample delivery records. Your examples should not all be identical. Include:

• One delivery where the full quantity was received.

• One delivery with a shortage.

• One delivery where some goods were damaged.

• One delivery with an excess quantity.

• One normal delivery without a discrepancy.

After submitting the records, open the linked Google Sheet and review the information collected.

Practical Output

At the end of the practical, you should have:

• A functional Goods Receiving Google Form.

• At least five realistic test submissions.

• A linked Google Sheet.

• Records showing different delivery situations.

• A clear record of at least one delivery discrepancy.

Conclusion

Google Forms can help stores and warehouse personnel create consistent records when receiving goods. The information collected can help an organisation identify shortages, damaged goods, and excess deliveries while providing useful records for inventory control and supplier follow-up.

Learning Objectives

By the end of this practical lesson, you should be able to:

• Create a Google Form for recording transportation and delivery information.

• Capture important information about vehicles, drivers, destinations, and goods.

• Record delivery progress and transportation problems.

• Connect the form to Google Sheets for monitoring and record keeping.

• Use collected information to identify deliveries that require follow-up.

Introduction

Transportation is an important part of logistics and supply chain management because goods must move from suppliers, warehouses, or distribution centres to customers and other destinations. Logistics personnel therefore need accurate information about what has been dispatched, which vehicle is carrying the goods, where the goods are going, and whether they have arrived.

For example, a distributor may dispatch goods from Mzuzu to Lilongwe, Kasungu, or Blantyre. During transportation, a delivery may be delayed because of a vehicle breakdown, road conditions, or another problem. Recording this information helps the organisation monitor deliveries and take appropriate follow-up action.

Google Forms can provide a simple digital method for collecting this information. A driver, dispatch officer, or logistics officer can complete the form using a smartphone, while the responses are automatically recorded in Google Sheets.

Practical Activity: Create a Transport and Delivery Tracking Form

Imagine that you are a logistics officer responsible for monitoring deliveries for a distribution company.

Create a Google Form called “Transport and Delivery Tracking Form.”

Add the following questions:

1. Delivery/Dispatch Reference Number

2. Date of Dispatch

3. Driver's Name

4. Driver's Phone Number

5. Vehicle Registration Number

6. Origin

7. Destination

8. Customer/Receiving Organisation

9. Type of Goods Being Transported

10. Quantity or Number of Packages

11. Departure Time

12. Expected Arrival Time

13. Actual Arrival Time

14. Delivery Status — Pending, In Transit, Delivered, or Delayed

15. Was There Any Problem During Transportation?

16. If Yes, Describe the Problem

17. Name of Person Who Received the Goods

18. Remarks

Use appropriate question types, such as short-answer questions, dropdowns, multiple-choice questions, and date/time questions. Make important questions Required.

Connect the form to Google Sheets and enter at least five sample delivery records.

Your five records should represent different situations. For example, include one completed delivery, one delayed delivery, one delivery with a vehicle problem, and other deliveries that are still in transit or completed successfully.

After submitting the records, open the linked Google Sheet and review the information. Identify which deliveries may require follow-up.

Practical Output

At the end of the practical, you should have:

• A functional Transport and Delivery Tracking Google Form.

• At least five realistic delivery records.

• A linked Google Sheet.

• Different delivery statuses.

• At least one recorded transportation problem.

• A short explanation of how the form can help monitor deliveries.

Conclusion

Google Forms can provide a simple and affordable way for organisations to collect transport and delivery information. When connected to Google Sheets, the collected data can help logistics personnel maintain delivery records, monitor progress, identify delays, and follow up on transportation problems. This demonstrates how a simple digital tool can support better visibility and record keeping within the supply chain.

Practical Exercise: Stock Requisition Form Using Google Forms

Question 1: Requester’s Full Name

• Question type: Short answer

• Make the question required.

Question 2: Department

• Question type: Drop-down

• Add:

  • Administration

  • Finance

  • Human Resources

  • Logistics

  • Procurement

  • Other

• Make the question required.

Question 3: Date of Request

• Question type: Date

• Make the question required.

Question 4: Item Requested

• Question type: Short answer

• Make the question required.

Question 5: Quantity Required

• Question type: Short answer

• Make the question required.

Question 6: Reason for Requesting

• Question type: Paragraph

• Make the question required.

Question 7: When Is the Item Needed?

• Question type: Date

• Make the question required.

Question 8: Additional Information

• Question type: Paragraph

• Do not make the question required.

Practical Test

After creating the form:

1. Preview the form.

Submit:

• The Google Forms link