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StoreOperatingProcedure DocumentNo. SEF/Pro/04RevisionNo. 00
Date
Page1of11
STORE
OPERATING
PROCEDURE
Rev.No. Date Purpose Preparedby Checkedby Approvedby
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CONTENTS
SL.NO. SUBJECT
INTRODUCTION
DEFINITION
OBJECTIVES&RESPONSIBILITIES
SCOPE
POLICY
RECEIVING,INSPECTINGANDINWARDING
STORAGE
PRESERVATIONOFMATERIALS
ISSUESOFMATERIALSFROMTHESTORE
LOANISSUE
OF
MATERIALS
RETURNOFREJECTEDMATERIALS
STORESACCOUNTING
SCRAPMANAGEMENT
STOCKVERIFICATION
SAFETYOFSTORES
FIREPREVENTION:
SECURITYOFSTORES
APPENDICES
CONCLUSION
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1.0 INTRODUCTIONThe
proper
management
of
Store
is
an
essential
part
of
the
Organizations
operations.
The
stores
management function assumes special significance in Construction Industry where identity of the
materials,thenhandling,properstorageandaccuracy inaccountingduring issueareofparamount
importanceintheefficientoperationoftheStoreHouse.
1.1 The task of stores management relates to safe custody and preservation of the materialsstockedandtheirreceipt,issueandaccounting.Theobjectiveistoefficientlyandeconomically
provide the rightmaterialat the timewhen it is requiredand in theserviceablecondition in
whichitisrequired.
1.2 Efficiency in the store starts with precise forecasting and planning of the necessity formaterials, and this presupposes that the need itself has been forecast with a considerable
degreeofaccuracy.The forecastalsomustbesubjectedtoperiodicreview.Theartofstores
management
is
largely
that
of
optimizing
the
use
of
resources
to
meet
actual
needs
in
anefficientmanner.
1.3 Therelativefunctionofthestoresmanagementfunctiondependsuponthenatureandsizeofthe organization or activity concerned, and in all cases it has to be designed to suit the
particularneedoftheorganizationitserves.Thereis,therefore,nostandardsystemwhichcan
be universally recommended or applied, but in the course of time, certain principles and
practices of general application have been evolved. The understanding of these principles is
essentialforefficientlypracticingtheartofStoresManagement.
2.0 DEFINITION:Store refers toabuildingor roomorplacewherematerialsarekept. Itcanalsobedefinedas the
Managementofthefollowingoperations:
2.1 Receiptofmaterials.2.2 EfficientStorage.2.3 Safecustody.2.4 Timelyissue.2.5 StockAccounting.2.6 ScrapManagement.2.7 Storage is an essential part of the economic cycle and Stores Management is today a
specialized function which can contribute significantly to the overall efficiency and cost
effectivenessofthematerialsmanagement.
3.0 OBJECTIVESANDRESPONSIBILITIESThe
objective
of
this
is
to
ensure
scientific
and
efficient
management
of
receipts,
storage
and
issues
ofmaterialskeepinginviewtheeconomics,securityofstockaswellassafetyrequirements.
TodefinetheOrganizationspolicyandscopeformanagingaStorehouse. Toestablishaproceduretofacilitatespeedyhandlingandaccountingofreceipts,storageand
issueofmaterials.
3.1 ThemajorresponsibilitiesofStorehousearelistedbelow:Identificationofallmaterialsstored.Receiptofincomingmaterials.Inspectionofallreceiptsfromsuppliers.
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StorageandPreservation.MaterialsHandling.Issueofmaterialstouserswithintheorganization.MaintenanceofStockRecords.StoresAccounting.Inventorycontrol.StockTaking.SubmissionofManagementInformationReports.
4.0 SCOPEThisSOPcoversallaspectsofreceipts,storage,issues,handling,statusreportsaswellassafetyand
securityrequirementsfor:
4.1 Toolsandstores.4.2 RawMaterials.4.3 WorkshopMachinery.4.4 Operating/MiscellaneoussuppliesforMaintenanceandAdministrativeServices.4.5 ToolKits.4.6 Uniforms&SafetyEquipment.4.7 OfficeEquipment&Stationery.4.8 HouseKeepingStores4.9 Rejectedmaterials.4.10 Scrapofalltypes.
5.0 POLICY OnlyauthorizedpersonsshallhaveaccesstotheStoreHouse. Storehouseshallnotbekeptopenunattendedduringworkinghours. AllmaterialswillbeissuedonFirstinFirstout(FIFO)basis. Allmaterialswillbereceivedatthestorehouseandperson/departmentconcernedwillbe
notifiedpromptlyonreceipt.
Allmaterialsshouldbestackedproperly. Allmaterialsapprovedafterinspectionshallbestoredinthedesignatedlocations. Hazardousmaterialsaretobestoredseparately. Allmaterialsrejectedshallbekeptatadesignatedplaceandarrangementsfortheirdisposal
madeontheadviceofconcernpurchasingofficial.
Expensiveandattractivearticlesshouldbestoredinsteelcupboardsandalwayslockedup. Itemsissuedonloanshouldbeperiodicallyverifiedwithloanrecords.Capitalitemsmustbe
periodicallycheckedwithcapitalinventory.
A Gate pass should be made for taking out materials. These should be signed only byauthorizedpersons.
Uniforms to the worker will be issued at the time of enrolment on returnable /nonreturnablebasisasperinstructionsofManagement.
Tool kits will be issued to all eligible workerson returnable basis & proper recordshall bemaintainedinissueregister.
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6.0 RECEIVING,INSPECTINGANDINWARDINGStoresPersonnelshallinwardmaterialsafterensuringthefollowing:
6.1 SuppliersDeliveryChallan(DC)/Invoicebearstheinwardstamp.6.2 SuppliersDeliveryChallan/Invoicebearsthereferenceofpurchaseorder.6.3 In caseofconsignment received withoutany documentsor anydiscrepancy noticed in the
documents received, Purchase official will be notified immediately for obtaining necessary
informationforinwarding.Tillsuchtimematerialwillnotbeinwarded.
6.4 Acknowledgement of receipt of consignments is subject to final check and approval. Anotation, to this effect must be stamped on each copy of Delivery Challan/ Lorry
Receipt/Invoiceasgivenbelow:
Goodsreceived
subject
to
verification
and
approval
6.5 All apparent damages/leakages/broken seal in the consignment received are immediatelyrecordedintheDC/LR/Invoiceandbringthesametotheattentionofconcernedauthority.
6.6 Verify the identityof the material received.Ensuredescriptionof thematerialgiven in theconsignmentandnumberofcontainers/packagesreceivedaspertheDC/LR/Invoice.
6.7 Materialsshallbereceivedonallworkingdaysonlyduringworkinghours.6.8 100% verification / weighing to be done in respect of construction materials listed in
AppendixG.
WeighBridgereadings/certificatesarenotalways100% reliable.Therefore, irrespectiveof
whethertheWeighBridgereadingtallieswithDCornot,10%oftheconsignmentshouldbe
weighedat
random
and
based
on
this
observation,
the
in
warding
made.
The
Weigh
Bridge
certificatemaybetakenonlyasaguideline.Ifthequantitythusverifiedvariesafurther10%
of the consignment it should be weighed and again the average taken for in warding
purposes.Forallothermaterials,inwardingisbasedon100%physicalverificationbywayof
counting,measuring&weighing.
6.9 AllmaterialsreceivedwillbetakenonLedgerChargethroughmeansofaReceiptVoucherasperformatattachedasAppendixA.Acertificatetotheeffectthattheitemsarereceived in
Good condition and as per our specifications and taken on our ledger charge vide Receipt
Voucher No_______ and dated_________to be endorsed on the reverse of the Original
copyofInvoiceorDeliveryChallan.Receiptvoucherswillbeseriallynumberedandfiledina
separatefilealongwithacopyofsuppliersInvoice/DeliveryChallan.
6.10 The Stores Personnel shall inward the materials within 24 hours of receipt by way ofpreparingtheReceiptVoucherandsignattherelevantplaces.
6.11 AllmaterialswillbetakenonledgerchargeimmediatelyasperformatattachedasAppendixB. Signatures of concerned designatedofficialwill be obtained. Ledgers will be maintained
separatelyforeachtradeandtypeofmaterials.Separatepageswillbeopenedforeachitem.
Overwriting/erasingoralteringledgerentriesisstrictlyprohibited.Howevercorrectionscan
bemadeifrequired.Asinglestrokewillbeputacrosstheentryneededcorrectionandfresh
entrywillbemadeontopandshouldbeinitialedbythedesignatedofficer.
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ActionPlanforIncomingRawMaterialControlSystem
Sl.
No.
Activity Reference
Documents
Responsibil ity R ecords
1. ReceivingRawMaterial
Gatekeeperwillseethedocument&shallhandovertomaterialsupervisor Material supervisor shall check the documents & allow entering for material
unloading.
Recordingofentry.
DeliveryChallan&
otherdispatch
documents.
GateKeeper/
Material
Supervisor
GateEntry
Register
2 Inspection&Identificationofrawmaterial
Checkingthequantity(nos.)aspersupplierP.O.&challan VerificationofmaterialT.C.fromsupplier IfMTCisnotavailableCheckTestingofrawmaterialatapprovedlab. DimensionalInspectionShape,size,Quality,Physicalappearance Marking(P.O.No.&GRRNo.)
P.O.docs.&GRR Material
Supervisor
RawMaterial
Identification
Report
3 MaterialT.C.fromSupplier
Verification P.O.specification MaterialSupervisor/QualitySupervisor
Incoming
Material
Inspection
Report
4 VisualInspection
Cracks Imperfections Twisted AnyotherParameter
NormalEngineering
Practice
Material
Supervisor/
QualitySupervisor
Incoming
Material
Inspection
Report
5 DimensionalInspection
Shape Size Quality Weight Thickness
P.O.
6 NonDestructiveTesting
AsapplicableP.O.Document Material &
QualitySupervisor
IMIR
7 Records
RawmaterialReceiptRecord MaterialStockRegister Over/Short&DamageReport Over/Short&DamageReportRegister RawMaterialIdentificationRecord MaterialIssueSlip ConsumptionRecord
8 DocumentsforAcceptance
MaterialT.C. ReceivingInspectionReport
9 SeparateIdentifiedAreas
AcceptedMaterialo Eachitemshallbemarkedforidentificationo Itemsshallbeplacedinproperlocation&onWoodenblank.o Stainless steel materials shall be placed to avoid any grinding or welding
sparks/spatter.
o Materialsshallbeplacedawayfromanywater,acidetc.o Weldingconsumablesshallbeplacedindry&packedroom.
RejectedMaterial ReworkMaterial
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7.0 STORAGEThe
term
storage
refers
to
the
physical
act
of
storing
the
materials
in
a
Storehouse
on
pallets,
shelves,racks,boxes,almirah,etc.withtheobjectiveofretrievingthem later for issuetotheuser.
Thepurposeofanystorehouseistoprovidetouserstherightmaterials,intherightquantity,atthe
righttimeandatthelowestpossiblecost.
7.1 The following main objectives for storage shall be considered carefully while storing thematerials:
Maximum utilization of space consistent with adequate care and protection ofmaterials.
Thestoragesystemhastobesuchastoenableaccurateidentificationofthematerialsstored.
Easeofstoringandpicking,thusenablingspeedyoperations. Allmaterialsmustbeprotectedfromtemperature,moisture,pilferage,insects,rodentsetc. Avery importantprinciple instorekeeping isFIFOorFirstinFirstout.Mostmaterials
have a shelf life and this is specially so in the case of paints, cement, food, etc. The
oldeststockhastobeissuedfirst.
Environmental Conditions within the storehouse should be conducive in terms oflighting,temperature,ventilation,accesstotheracks,tradewisestacking.
8.0 PRESERVATIONOFMATERIALS8.1 Materials often deteriorate in storage making them useless for the intended purpose. As
such,theyrequireadequatepreservation.Preservationinvolvesthekeepingofthematerials
inafreshandserviceablecondition.
8.2 India isatropicalcountrywitha largeamountofrainfallandconsequently,wehaveahighdegreeofmoistureandhumidity.Moistureplaysabigrole inthedamageofmaterialsand
the greater the moisture contents in the air, the greater the risk of damage to materials.
Except infewcasesdrycondition forstorageareessential.Preservationthereforeassumes
specialimportanceduringthemonsoonseason.
8.3 Preservation measures for materials vary from time to time. A good understanding of thematerialisthereforevital.
9.0 ISSUESOFMATERIALSFROMTHESTOREThe usual methodof issue is bya Material Indent Form, orMaterials Requisition,which has to be
signed
by
the
indentor.
If
a
material
has
been
issued
on
a
verbal
instruction
because
of
an
emergency,thenithastobefollowedbyawrittendocumentwithoutdelay.
Thisshould,however,beallowedonlyinexceptionalcases.Theresponsibilityto indentformaterial
shouldbespecificallydelegatedtoofficers.9.1 Onlyitemstakenonledgerchargeshallbeissued.9.2 UniformswillbeissuedtoworkersonPermanentIssuevoucherandwillbewrittenofffrom
ledgerchargeafterobtainingapprovalfromWorksManager.
9.3 ToolsandNonconsumablematerialswillbe issuedbyentering intheDaily issueRegister.Only eligible persons are authorized to draw the material from Storehouse.
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9.4 Consumable materials will be issued on Material Requisition Slip. Prior to the issue ofmaterials
Stores
Personnel
shall
ensure
that
the
Baby
Indent
form
is
complete
in
all
respects.
9.5 For issue of stores to out stations proper issue voucher will be prepared and approval ofWorksManagerisobtainedbeforetheissueisaffected.
9.6 Tool kits will be issued to Technicians. A Tool kit receipt / issue register as per formatattachedasAppendixFtothisSOPwillbemaintainedtoregistertheparticularsofreceipts/
issues. Works Manager Approval should be obtained by stores personnel prior to issue of
thesetoolkitsonpermanentbasis&shallbetakenbackatthetimeoftheirdeparturefrom
theworks.
9.7 Foreveryissuesignatureofindividualsirrespectiveoftheappointmentshallbetaken.10.0 LOANISSUEOFMATERIALS
10.1 Anystoresrequiredtobeissuedtounitsoutside,WorkManagersapprovalshouldbetakenpriortoissueofsuchmaterials.
11.0 RETURNOFREJECTEDMATERIALS11.1 Rejectionsshouldbehandledpromptlyandwithgoodjudgment.Theresponsibilityforreturn
ofrejectedmaterials lieswiththeStoreKeeperandthe Inspectingpersons.Whenmaterial
rejectionoccurs, immediateactionmustbetakentoreturn,replaceand/ordisposeofthe
rejections.
11.2 Decisiontoreturn,replaceand/ordisposeoftherejectedmaterialsisthesoleResponsibilityofPurchasingofficial.
12.0 STORESACCOUNTING12.1 Need for stores accounting: Stores accounting has two aspects, the value of the materials
storedandthephysicalquantityofthematerialsstored.Storesaccountingisnecessaryfora
largenumberofreasons,ofwhichthefollowingaremostimportant:
12.2 Thestocks representassets of the organizationand as such it isnecessary to include theirvalueintheaccountsoftheorganization.
12.3 Itprovidesameansofcostingofanitemused.12.4 Itprovidesabasisforinventorycontrolbyvalue.12.5 Asforthesecondaspect,itisnecessaryallthetimetoensurethatallthematerialsthathave
beenreceivedhavebeenaccountedfor.Allreceiptsandallissueshavetobeenteredinstock
ledgersorregistersandhavetobeaccountedfor.
12.6 MaintenanceofLedgerswillbedoneasexplainedinPara6.10and6.11above.13.0 SCRAPMANAGEMENT
13.1 Scrapisinevitableinafabrication&machiningunit.Scraphasavalueandmustbetreatedasany other stores item. It should be accounted for properly and stores personnel are
responsiblefor it.Collect,sortandpreparethescrapmetalandwaste.Eachhasadifferent
valueandifallismixedup,theirvaluemayfallverylow.Differentitemswillhavetheirown
buyers.Sorting,categorizingandpreparingthescraparetherefore,important.
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13.2 Items like GI, MS, Stain Steel, Aluminum, copper, plasticand wood be salvaged, convertedinto
scrap
and
shall
be
taken
on
ledger
charge
as
scrap
through
acasual
receipt
voucher
and
accounting unit will be in Kgs. When considerable quantity is accumulated these can be
disposedoffinthelocalmarket&properapprovalisrequiredfromthemanagement.
14.0 STOCKVERIFICATION14.1 PhysicalStockTakingistheprocessofcounting,weighing,measuring,etc.ofalltheitemsin
the stock and recording the results of such an exercise. The objective of stock taking is as
follows:
14.2 Itisastatutorynecessity.14.3 Toverifytheaccuracyofthestockrecords.14.4 Todisclosethepossibilityoffraud,theft,lossetc.14.5 Torevealanyweaknessintheoverallstoragesystem,soastomakeimprovements.14.6 Toenablebettercontrolofinventories.14.7 Variousmethods of stock verification canbe adopted. Annual stock taking shall be carried
outbeforeclosureofeveryfinancialyear.Asperstatutoryrequirementeach itemmustbe
physically checked asper its unit ofmeasurement at leastonce ina year andentry to the
effect that the physical stock verification is carried out by way of counting, weighing, or
measuring and found correct to be made in the relevant ledger pages and initialed by the
verifyingofficer.Discrepanciesifanyfoundarerecordedandimmediatelyinvestigated.
14.8 Thestockcheckshouldbeplannedinsuchawaythatalltheitemsarecheckedatleastonceinayearandthe important itemsandcostlyorattractive itemscheckedtwo,threeorfour
timesayear.
14.9 ABoardofOfficerswillbeorderedbytheconcernedDirectoroftheInstitute.15.0 SAFETYOFSTORES
The term Safety encompasses the safety of the materials, facilities used, and the safety of the
personnelworkinginaStorehouse.
15.1 ACCIDENTSOne of the important responsibilities of the Stores personnel is to prevent accidents from
takingplace inaStore.Accidentscancausedamagetomaterials,machinesorfacilities,and
injurytoworkersoreventheirdeath.Itisnecessary,therefore,thatallprecautionsaretaken
toavoidaccidents.Theworstcaseonecanvisualizeisafirewheretheentirepremisescanbe
completelydestroyed.SomeofthemaincausesofaccidentsinaStorearegivenbelow:
Materialsfallingfromracks. Wires,unwantedropes,steelrodsoremptycartonskeptcarelesslyonwalkways. Injuryarisingfromliftingveryheavyloads,ornormalloads Unscientifically. Collisionswithbins. Fallingwhileclimbingtoreachtheuppershelves. Injurytohandsresultingfromliftingorhandlingofmaterials. Slippingonoil,greaseorevenwaterspillages. Injurycausedbynailsleftonemptycasesandbattensofboxes. Injuryfromcorrosiveacids,burnfromhotmaterial.
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Droppinggoodsononesfeetwithoutprotectiveboots.Most
of
the
accidents
occur
due
to
non
observance
of
precautions,
carelessness
and
indiscipline.Accidentsalsoarisefrompoorfacilities likepoor lighting,wobbly ladders
orracks,badlylaidoutbinsetc.Goodsupervisioninthematterofobservanceofsafety
rulescannotbeoverstressed.Storespersonnelshouldeducate,encourageandadvise
workerstochangetheirattitudesandgivethehighestpriorityforgoodhousekeeping.
15.2 FIREPREVENTION:Oneofthemajorhazards inaStorerelatesto fire. It isnecessarytotakeeveryprecaution
against fire and ensure that all fire regulations are strictly observed by all the staff. It is
needless toaddthatadequatemeasuresarealso tobeprovidedto fighta fire incaseone
occurs.Thismightrangefromhavingafoamextinguisherinasmallstoretoinstallingawater
reservoir,generator
and
fire
fighting
pumps
in
avery
big
store.
A
place
where
in
flammable
articlesarestored,isespeciallyvulnerable.Itwouldalsobeaverydesirablepracticetohave
periodicfiredrillssothatpeopleknowwhatistobedoneincaseofafire.Storespersonnel
shouldalsobetrainedinfirefightingandspecificresponsibilitiesgiventospecificpeopleso
thatthereisnoconfusionwhenafireoccurs.
Fire is caused usually by an accident. While safety measures are necessary, prevention of
accidentsisalsoextremelyimportant.
16.0 SECURITYOFSTORESSecurityinallStoresshouldbeproperlyplannedandorganized.Doorsshouldbestrongandprovided
withgoodlocksandwindowsshouldbeprovidedwithirongrillsorwiremesh.
16.1 The internal layout is arranged in such a way that there is aspacious issue counter wherepeople
can
obtain
materials
without
entering
the
storehouse.
16.2 Stockyards should be enclosed with fencing which is adequately high. For extra Protectiontherecouldbeabarbedwire fencealongthe topofabrickwall.Gatessimilarlyshouldbe
strongandlocked.
16.3 Custody of keys: All keys of storehouse and stockyards should be numbered and specificpersonsmustbemaderesponsibleforthem.Duringoffdutyhoursthesekeysaretobekept
ina lockedalmirahataconvenientplace (Recommendedplace isofSecurityoffice).When
collectingordepositingabunchofkeys,entriesshouldbemadeinaregisteranddulysigned.
Only authorized persons shall be allowed for handling of keys concerned to their
departments.Thenumberof4duplicatekeysshouldberestricted.Incasewhereakeylost,a
fullenquiryshouldbeheldandthelockchanged,andnotaduplicatekeymade.Inthisregard
amaster
list
of
keys
with
numbers
(Permanent/Temporary)
should
be
maintained.
16.4 EntryintoStorePremises:Nooneexcepttheauthorizedstaffshouldbeallowedaccessintothestores.StaffcomingtoreceivematerialsissuedfromtheStoresshouldnothaveaccessto
thestoragearea.
16.5 Housekeeping: Good housekeeping is one of the major responsibilities of every StoresSupervisor.Neatandorderlypremisesarenotonlyamoraleboosterbutalsoan important
elementinaccidentprevention
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16.6 Theft/Pilferage/Malpractice: It is usually said that there is a latent urge in everybody tosteal,which isactivatedwhentheenvironment iscongenialto itsmanifestation.Precaution
against theft involves the creation of an environment which is not congenial for these
instinctstobemanifested.
16.7 Loss of Stores: Any loss of stores shall immediately be reported to the institutional head.Whenthepersonresponsibleforsuchlossisunabletoexplainadiscrepancy,Lossstatement
willbepreparedaspertheformatattachedandwillbesubmittedtoWorksManagerforhis
approvalthroughDirectorFinance.AftertheapprovaloftheLossStatement,writeoffshould
bedoneandstockrecordsadjustedaccordingly.
16.8 PrecautionagainstFire:OneofthemajorhazardsinaStorerelatestofire.Itisnecessarytotakeeveryprecautionagainstfireandensurethatallfireregulationsarestrictlyobservedby
allthe
staff.
Adequate
firefighting
equipment
should
be
provided.
Stores
personnel
should
be
trainedinfirefighting.InstructionscontainedinPara15.2aboveshallbefollowed.
16.9 Tally Cards / Bin Cards: These should be kept up dated and hung/placed suitably on theracks/almirah/stacks.CopyofTallyCardisattachedasAppendixH.
17.0 APPENDICESAppendixAGoodsReceiptRecord(GRR)
AppendixBStockRegister
AppendixC UniformsIssueVoucher
AppendixDMaterialRequisitionSlip
AppendixE Issue/ReceiptVoucher
AppendixF OVER,SHORTANDDAMAGEREPORT
AppendixG
Tally
Card
AppendixH LossStatement
AppendixI OVER,SHORTANDDAMAGEREPORTREGISTER
18.0 CONCLUSIONThereare manyadvantages instandardizingproceduresand laying themdown in detail. However,
flexibilityisdesirableandchangesshouldbeadoptedwheneveranimprovedmethodcanbethought
of. It should be the Store Keeper s function to critically appraise existing procedures and make
continuouseffortstopromoteefficiencyandeconomy.
18.1 Stores personnel should be thoroughly familiar with the statutory requirements, rules, bylawsandotherofficial regulationsaffecting thestorage,safety,etcof theStorespremises.
Typicalexamples
are,
Labour
laws,
Factories
act
etc.
18.2 TheprocedureincludedinthisSOPsupersedesallpreviousproceduresissuedonthesubject.18.3 The procedures covered in this SOP are meant to be exhaustive. Those not specified here
should be dealt with in terms of general policy guidelines and conventions already
established.
18.4 Deviations / exceptions shall be brought to the attention of Partners of SEF for theirapproval.