The inputs into stores or receipts can emanate from internal as well as external sources. The procedures start even before the material reaches the stores when a Purchase Order (PO) is placed on the vendor. In certain organisations, the stores and purchase activities are bifurcated, but care should be taken to ensure close coordination.
The details should be maintained in a chronological order to enable the ease of understanding. The scope of work involves following functions :
- Requirement determination,
- Raising purchase requisition,
- Chasing purchase orders to expedite supplies,
- Scheduling arrival of materials,
- Receiving the materials physically and planning for storage,
- Quantity & quality inspection,
- Checking input documents like invoice, lorry receipt, delivery Callahan and other Callahan, invoices etc.,
- Taking stock of material received and also of rejected material,
- Endorsing the suppliers bills and quantities and forwarding for payment to accounts,
- Provisional goods inwards in case of later inspection,
- Final goods inwards in case of final acceptance of goods,
- Informing indenting departments of arrival of goods,
- Sending paperwork to purchase/accounts for payment,
- Updating insurance paperwork for latest goods arrival, and
- In case of demur rages, arrange for insurance company visit.
All this demands a clearly laid out procedure which all concerned are informed about. In addition to these functions, other functions are as follows :
- Regularise miscellaneous items like samples & cash purchases by raising receipt notes,
- Complete record keeping formalities for returnable items and items received from feeder shops for later internal or external consumption,
- Keeping record of scrap received, and
- Keeping record of other bulk material supply items which may not be physically received or stored in the warehouse, like fuel oil etc.
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