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Internal Control in Stores/ Materials Dept.

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Prashant Behera

Enhance internal control for better results. this will nullify the pilferage and other bad practices at site level.

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MATERIALS DEPARTMENT
FOCUS AREA
STORAGE OF MATERIALS
EVERY MATERIAL SHOULD FIND A CONCRETE PLACE IN THE WAREHOUSE THROUGHOUT THE JOB. FOR THIS PARTICULAR RACK IS TO BE DEFINED FROM THE VERY BEGINNING OF THE JOB. EVERY MATERIAL WITH ITs RACK NUMBER SHOULD BE NOTED IN A MASTER SHEET. A SYSTEM/PC AT ISSUE COUNTER CAN EASILY TRACE OUT THE RACK NO. IN WHICH THE MATERIAL IS KEPT.
WHEN EVER A MATERIAL IS ISSUED IMMEDIATELY THE PERSON AT ISSUE COUNTER SHOULD DEDUCT THE SAME FROM THE QTY COLUMN OF MASTER SHEET. IN THE NEXT HOUR HE HIMSELF SHOULD POST THE INDENT ON THE VERY NEXT DAY WHEN IT GETS ISSUE NUMBER FROM EIP. A PROCESS OF MATCHING QTY IN MASTER SHEET WITH ONLINE STOCK OF THE SAME DAY IS TO BE CARRIED.
IF ANY DEVIATION IS FOUND IT SHOULD BE RESOLVED ON THAT DAY ITSELF. IF THERE IS ANY GENUINE REASON FOR THE DEVIATION THEN IT SHOUD BE NOTED BESIDE THE ITEM AND THE SAME SHOULD BE INTIMATED TO STORES-IN-CHARGE. IN THIS WAY PROPER CONTROL ON DAILY OR WEEKLY BASIS CAN BE MAINTAINED.
REQUIREMENTS
PROPER MANAGEMENT OF MATERIAL AND WE CAN EASILY FIND THE MATERIAL WHICH ARE BELOW THERE MINIMUM LEVEL. NEW JOINEE HAS NOT TO DO MUCH FOR SITTING AT ISSUE COUNTER, OTHERWISE IT TAKES 10-15 DAYS FOR ANY NEW PERSON TO KNOW ABOUT THE MATERIALS AND ITS POSITION. GENERALLY PEOPLE WASTE TIME IN SEARCHING THE SPARES OR OTHER MATERIAL. THIS PROCESS CAN SAVE THE TIME. ANYBODY CAN ISSUE THE MATERIAL IN ABSENCE OF THE PERSON AT ISSUE COUNTER. BAD PRACTICE LIKE,THE MATERIAL RECEIVING PERSON AFTER CODIFICATION OF MATERIAL HE HIMSELF KEEPS THE MATERIAL WITHOUT INFORMING THE PERSON AT ISSUE COUNTER. SO THIS WRONG PRACTICES CAN BE ELEMINATED. ADVANTAGES
GCT M.O: 73810-70785
THANK YOU ! N PLEASE GIVE IT A THOUGHT

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Internal Control in Stores/ Materials Dept.

  • 4. EVERY MATERIAL SHOULD FIND A CONCRETE PLACE IN THE WAREHOUSE THROUGHOUT THE JOB. FOR THIS PARTICULAR RACK IS TO BE DEFINED FROM THE VERY BEGINNING OF THE JOB. EVERY MATERIAL WITH ITs RACK NUMBER SHOULD BE NOTED IN A MASTER SHEET. A SYSTEM/PC AT ISSUE COUNTER CAN EASILY TRACE OUT THE RACK NO. IN WHICH THE MATERIAL IS KEPT.
  • 5. WHEN EVER A MATERIAL IS ISSUED IMMEDIATELY THE PERSON AT ISSUE COUNTER SHOULD DEDUCT THE SAME FROM THE QTY COLUMN OF MASTER SHEET. IN THE NEXT HOUR HE HIMSELF SHOULD POST THE INDENT ON THE VERY NEXT DAY WHEN IT GETS ISSUE NUMBER FROM EIP. A PROCESS OF MATCHING QTY IN MASTER SHEET WITH ONLINE STOCK OF THE SAME DAY IS TO BE CARRIED.
  • 6. IF ANY DEVIATION IS FOUND IT SHOULD BE RESOLVED ON THAT DAY ITSELF. IF THERE IS ANY GENUINE REASON FOR THE DEVIATION THEN IT SHOUD BE NOTED BESIDE THE ITEM AND THE SAME SHOULD BE INTIMATED TO STORES-IN-CHARGE. IN THIS WAY PROPER CONTROL ON DAILY OR WEEKLY BASIS CAN BE MAINTAINED.
  • 8. PROPER MANAGEMENT OF MATERIAL AND WE CAN EASILY FIND THE MATERIAL WHICH ARE BELOW THERE MINIMUM LEVEL. NEW JOINEE HAS NOT TO DO MUCH FOR SITTING AT ISSUE COUNTER, OTHERWISE IT TAKES 10-15 DAYS FOR ANY NEW PERSON TO KNOW ABOUT THE MATERIALS AND ITS POSITION. GENERALLY PEOPLE WASTE TIME IN SEARCHING THE SPARES OR OTHER MATERIAL. THIS PROCESS CAN SAVE THE TIME. ANYBODY CAN ISSUE THE MATERIAL IN ABSENCE OF THE PERSON AT ISSUE COUNTER. BAD PRACTICE LIKE,THE MATERIAL RECEIVING PERSON AFTER CODIFICATION OF MATERIAL HE HIMSELF KEEPS THE MATERIAL WITHOUT INFORMING THE PERSON AT ISSUE COUNTER. SO THIS WRONG PRACTICES CAN BE ELEMINATED. ADVANTAGES
  • 10. THANK YOU ! N PLEASE GIVE IT A THOUGHT