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Material store & receipts


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Material store & receipts

  1. 1. Material store & receipts
  2. 2. Receipt of stores <ul><li>The receipt of stores will mean receipt of all materials against Purchase Orders or stores received against local purchases, gifts, aids etc. </li></ul>
  3. 3. Functions of the Receipt Section <ul><li>Clear and receive Parcels, Packages, Consignments and all other materials coming in by Rail, Road, Sea, Air, Post, Courier or any other mode. </li></ul><ul><li>Check the materials received and arrange for its inspection. </li></ul><ul><li>Notify the indenter and Purchase section about the arrival of the materials by the next day. </li></ul><ul><li>Unpack the packages, parcels & consignments and facilitate its inspection by the Inspecting Officer. </li></ul><ul><li>Intimate the supplier about the excess, shortage, damage, rejected or defective supplies. </li></ul>
  4. 4. Store have to maintain following registers. <ul><li>a) Consignment Clearance Register </li></ul><ul><li>b) Daily receipt register </li></ul><ul><li>c) Register for Samples. </li></ul><ul><li>d) Register for Gifts. </li></ul><ul><li>e) Register for discrepancies. </li></ul><ul><li>f) Register for despatch. </li></ul><ul><li>g) Centralized register for local Purchase </li></ul>
  5. 5. Clearance of Consignments <ul><li>FOREIGN CONSIGNMENTS -: </li></ul><ul><li>(a) needs the services of a professional freight-forwarding agent and clearing agent </li></ul><ul><li>(b) freight-forwarding agent is to arrange transportation from the port of shipment to the port of destination </li></ul>
  6. 6. <ul><li>(2) INDIGENOUS CONSIGNMENTS-: </li></ul><ul><li>(a) All railway receipts/goods receipts/post parcels/air consignment notes shall be scrutinized to ascertain whether the freight is to be paid or to pay, the consignment is at owner’s risk or carrier’s risk etc. </li></ul><ul><li>(b) During the clearance of the cargo the consignment should be checked to find out the existence of any apparent visible damage, difference in weight etc. In case the packing is in sound condition and there is no difference in weight, the delivery may take subject to inspection. </li></ul>
  7. 7. INSPECTION OF STORES <ul><li>stores receipt voucher (SRV) </li></ul><ul><li>Stores such as electrical goods, mechanical instruments, refrigeration materials, computers etc. shall be inspected by the persons of technical competence in the line. </li></ul><ul><li>Inspection of scientific and sophisticated instruments etc. shall be carried out by the Indenter himself. </li></ul><ul><li>If in any particular case, more time is required for final inspection. </li></ul>
  8. 8. <ul><li>Till stores are inspected and taken on charge, these shall be kept separately </li></ul>
  9. 9. Inspection of Stores of General Nature <ul><li>The stores of general use and repetitive nature e.g. soap, vim, duster, nails, glassware of standard trade mark, stationery items and chemicals from standard companies. </li></ul>
  10. 10. Certificate of Inspection <ul><li>When the stores are found acceptable in accordance with the quality, quantity and specifications ordered for, the inspecting officer shall record the following certificate after inspection appending his signatures on the space provided for the purpose:- </li></ul>
  11. 11. Inspection certificate <ul><li>“ Certified that the Stores have been inspected by me and found acceptable in accordance with the quantity, quality and </li></ul><ul><li>specifications laid down in the purchase order. The equipments/instruments were installed successfully on _____________. </li></ul><ul><li>(Please attach the installation report also)” </li></ul>
  12. 12. Code system Computer Hardware C001 Building Materials - Cement B001 Automobiles A001 Description Item code
  13. 13. Glassware – Laboratory G001 Furniture's - Office F001 Electrical – Lamps, switches etc E001 Drugs & medicines D001