Transcript PNDBF – Stationery Control (B)

Lim Sei Kee @ cK
Effective stationery stock control measures
a) Proper storage of stationery stock
b) Accurate recording of stationery stock movements
c) Conducting external checks
d) An efficient system of requisition and issue
e) Standard procedures for ordering stationery
SYSTEM OF REQUISITION AND
ISSUE
Think about what it would be like if everyone could take
whatever they want from the stationery cabinet.
A proper system of requisition and issue will prevent any
messy situations such as overstocking and
understocking.
 Generally, there should be fixed times for issuing
stock, e.g. issues may be made from 10am to 12pm
every day or on a certain day of the week.
 Any requisition for stationery should be made on a
departmental basis.
 A Stationery Requisition form should be used for this
purpose.
STATIONERY REQUISITION
NO: 0123
FROM: NURUL
DEPT: ACCOUNTS
TO: STOREKEEPER
AUTHORIZED BY: FATIN
QUANTITY
DESCRIPTIO
N
REF
20
NOTEBOOKS
(BOX)
N001
80 PCS
WINDOW
ENVELOPES
W002
Received by: NURUL
SIGN: NURUL
DATE: 02.07.2012
The storekeeper should check the stationery stock
regularly to make sure that the amount of physical
stock matches the amount stated on the stock card.
After issuing any stationery, the storekeeper should
update on the Stationery Stock Card(s).
Upon receiving the stationery item(s) that they
requested, staff members should acknowledge the
receipt by signing.
CAREFUL ORDERING
 A) It is the storekeeper’s responsibility to ask the
Purchasing Department to order items that are
running low. Three basic stock levels should always be
kept in mind when ordering or re-ordering.
- Minimum Stock level
- Maximum Stock level
- Re-order level
 Minimum stock level: The amount of stock should not
fall below this level. If no replacement items come in
after this level has been reached, understocking will
occur.
 Maximum stock level: Stock should not be allowed to
rise above this level. If too many stationery items are
bought, overstocking will result.
 Re-order level: The level to order more supplies. This
level is necessary because it takes time for items to be
delivered after they have been ordered. At all times,
there must be sufficient stationery to meet the
requirements of the organization.
 B) Certain standard mathematical formulae may be
used to work out the best stock levels.
If for window envelopes,
Minimum stock
80 envelopes
Maximum stock
150 envelopes
Current physical stock balance
85 envelopes
 Therefore, re-order quantity
= maximum stock – physical stock
= (150 – 85) envelopes
= 65 envelopes
 C) It is also important to know the exact amount of
stock at any one time. To do so, the storekeeper must
keep track of items in the store.
 There are two ways to find out the actual amount in
stock:
- Make a physical count of the stock
- Look at the last entry in the ‘Balance in Stock’ column
on the Stationery Stock Card.
 D) Discounts are usually given when buying in large
quantities. To obtain good prices, departments should
therefore, not be allowed to buy their own stationery
supplies.
 It should be the job of the Purchasing Manager, who
buys collectively for the various departments.
 E) Any request to buy a stationery item should be
made on a Purchase Requisition form. This form is
used for buying new stationery products and office
equipment.
 The item requested is usually not found on the Stock
List.
STOCK LIST
Stock Code
Item Description
S0018
Ballpoint pen (black)
S0019
Ballpoint pen (blue)
S0020
Ballpoint pen (red)
S0021
Correction fluid
S0022
Photocopy paper (A4)
S0023
Window envelope (B1)
S0024
Window envelope (B2)
S0025
Envelope white (big)
S0026
Envelope white (small)
S0027
Glue stick
S0028
Giant clip
S0029
Clip (triangular)
 F) When it is time to order stationery from a supplier,
a Purchasing Officer prepares a Purchase Order, which
is sent to the supplier.