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SOP Stores for stores
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BTL Div./dept.. Procedure BTL Page 1/2STORES Stores
Title Jan. 2004 02
Scope: This procedure is applicable in ICS of all storesPurpose: To raise general demands for purchase or repair of items.Responsibilities:
- End user feed demand in system at his terminal- Head of department approves demands of his concerned departments- I/C (Stores) check the validity of demand and forwarded it to purchase dept.- Store personnel sends system generated mail to all requisite departments
Definitions: PR Purchase RequisitionICS Inventory Control SectionROL Re-Ordering Level:
These are the fast moving items for which main stores ICS. receives sanctionedquotas from different dept. (based on their avg. consumption). Store isresponsible for maintaining its minimum stock level.
Procedure:Demands are fed by the end user in system, while feeding system give him full support regarding stocks of that particular item in all five stores of our SBUs alongwith pending demand, pending PO,s avg. consumption, last issue quantity, and number of days since last issue of that demanding item.
Head of department approves demands in the system of his concerned departmerntsHe also get acquainted with all necessary information by the system regarding where that particular item is needed e.g. cost center, department wise stocks etc.
- Nature and source of the demand is selected by the user whether urgent, normal, Local or import
- For repairable items separate code is got opened by the end user with complete descrip-tion of work required.
- If demanded item is required as per sample, "SAMPLE" should be delivered,alongwith sample tag bearing complete information about sample, to main stores ICS.These samples are then handed over to Purchase dept. by main storesand their receipt is taken on daily purchase requisition report where these samples are
mentioned separately- Item specification should be written completely in item code
- Names, IP address and passwords of authorized signatories are fed in the system
- If demanded item is new & imported then remarks should be given for justification.
- A separate demand should be raised for items regarding office supply or furniture& fixture (after getting them write-off from General admin if that have been gotissued earlier and become unusable any more due to deteriorate condition.
Prepared By Checked By Approved by
Purchase Requisition (PR)Date Effective Revision
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BTL Div./dept.. Procedure BTL Page 2/2STORES Stores
Title Jan. 2004 02
- Incomplete purchase requisition in any respect are not forwarded to purchase dept.
In-charge store reads demands carefully and check all necessary auspects like stocks
avg. consumption, pending demand, pending PO. He negociate it with concerned dept.
in case if item is there in stock of some other dept. except the demanding dept.
Demanded item is written "AVAILABLE" on seeing the stock availability in stores
or availability in stores in near future for the sake of inventory control.
Finally I/C Stores send the demand to purchase dept.
System allots unique document # to maintain its record
Store helper delivers its copies as under for further proceedings:
System copy to Buying office / Purchase Office
Mail copy for Self record in general demands file
Mail is send to Requisition dept.(for their information & record)
Note: Demands regarding ROL items are raised by main stores.
Purchase Requisition (PR)Date Effective Revision
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BTL Div./dept.. Procedure BTL Pag 1/2STORES Stores
Title Jan. 2004 03
Scope: This procedure is applicable in ICS of all StoresPurpose: Receipt of supply/goods from RS.
Responsibilities:- RS. hands over the IGP to ICS of store- IC get the supply in accordance with IGP's approved quantity.- KPO feeds the data.- Store helper delivers the IGP's to concerned dept.
Definitions: - ICS. Inventory Control Section- RS. Receipt Section- IC Inventory Controller- KPO Key Punch Operator- IGP. In-ward Gate Pass- SIR. Store Issue Requisition- GRN Goods Receipt Note
Procedure:
- RS gets the quality of in-coming items inspected from technical staff of respective requisite department on IGP, which is also used as inspection report. Remarkes in case of rejection
are given on IGP, that are also fed in system.Location Bin # are printed on IGPs in system for proper placement. As per policy inspection should be got cleared within 48 hours in routineexcept some special cases.Main Stores IC receives the Inward Gate Pass from RS with duly affixed code sticker(printed through system) on each and every itemWith the help of store helper he places the items in there respective locations bins
- In case of shortage, RS provides the SIR (for the quantity issued on temporary slip)duly signed by the authorized signatories. For example items directly received by dept.
- RS in-charge finally feeds its GRN (Goods Receipt Note) on seeing all formalitiesCopies of daily GRN report is distributed as follows
- Billing Section - Accounts
- Self record of RS.Copies of IGPs is distributed as follows
- Gate - Concerned Dept.- RS. - Accounts
Prepared By Checked By Approved by
Inspection & Goods Receipt Note (IRN)Date Effective Revision
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BTL Div./dept.. Procedure BTL Page 1/3STORES Stores
Title Store Issue Requisition (SIR) / Store Transfer Note (STN)Jan. 2004 01
Scope: This procedure is applicable in all stores
Purpose: Issue / Transfer of goods from store to end user.
Responsibilities:- Authorized indenting officer sanction the issue requisition.
- I/C Stores check the validitiy of SIR.- Concerned IC issue the requisite item.- Bearer of SIR or TN takes the supply according their demand.
Definitions:ICS. Inventory Control Section
PR. Purchase Requisition
IC Inventory ControllerKPO Key Punch OperatorIRN. Inspection & Receipt NoteSIR. Store Issue RequisitionSTN. Store Transfer Note
Procedure:
Main stores IC's checks the information as follows:
- Date,dept/section name,cost center,item description,unit of measurement,requiredquantity,item code
- If required stock item does not belongs to the requisite dept. Then requisite get the stock transferred from the concerned department through prescribed form
- If requisite item falls in replacement category but getting issued for the first time,then "NEW" is written along with authorized signature on SIR.
- New parts/items are replaced with old parts/items and the same are deposited inthe Main Stores as replacement on SIR at the time of issue of new parts/items.
- Replacement Parts/items categories are as under:
1) Items/parts of value more than Rs. 500/=
Prepared By Checked By Approved by
Date Effective Revision
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BTL Div./dept.. Procedure BTL Page 2/3STORES Stores
Title Store Issue Requisition (SIR) / Store Transfer Note (STN)Jan. 2004 01
2) All types of machinery spare parts 3) Bearings (All kinds)4) Belts (All kinds)5) Tools
- Record of such receipt on replacement is maintained in the system
- If emergency falls, temporary issue slip can also be entertained with signature of anysenior personnel like Foreman,Supervisor or equal to their level to avoid any productionloss, and its system generated issue note is got procured from relevant dept. (on the very next day or on arrival of indenting officer) completed in all respects as mentioned above.
- Store personnel issue the items to the bearer after getting his signature on system generated SIR.These SIR's are handed over on daily basis to accounts for re-checkingStore helper maintain the SIR record with its detailed report
- Store maintains the list of authorized persons in user authority form, from where system matches the password alloted and IP address of that concerned terminal
- Stocks are being maintained department wise and item wise simultaniously, End user can only get their concerned items issued from store. System doesn’t give permission toget the material issued concerning to other department, but give detail of stock dept. wisealong with age of that item lying with store.
- Only concerned department has right to change the entitlement of his demanded stockfor giving permission to other than requisite dept. for getting the material issued from store
- At this level issue slip doesn’t affect the store stocks, so he is authorized to changeany required quantity before this slip is finalized in store.
- While finalizing the issue store personnel checks the required quantity, he candecrease the required quantity on seeing its last issue quantity and days.
- After finalizing store personnel issues the items concerning to his particular store headon seeing location bin number printed on the SIR.
Issue of FlourLabour office issues a list of entitled / deserving employees as per company policyto stores which manages its procurement.After receiving of flour , labour office issue slips to worker with stamp andsigned by the authority to get the desired items from Main Stores. Main Stores issuesthese to worker and keeps these slip. On completion of all monthly issue, slips aresent to labour office for their record.
Date Effective Revision
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BTL Div./dept.. Procedure BTL Page 3/3STORES Stores
Title Store Issue Requisition (SIR) / Store Transfer Note (STN)Jan. 2004 02
Issue of ToolsTo control cost and the pilferage chances, Main Stores issues tools on properdocumented SIR. A separate tools record register is maintained in the system
While leaving the organization, he submits the issued item on his name & getclearance. These received items may be issued to some one else with sameprocedure but this time issued on FOC base, record of which is maintained in system.
Issue of SIR BookFor proper maintaining of record & to control the issue, SIR Books are issued todept. heads on SIR duly signed by signing authority and a separate register is
kept maintained for this purpose in system software. No one can use issue slip of other dept. for getting the material issued in stores where manual SIR is receivedand fed by stores in system software.
Stock transfer within one SBUIf some dept. needs an item that belong to some other dept. then demanding dept. asks the concerned dept. for transfer of entitlement in the systemOnly the concerned department to which that item belongs can change the entitlement.Once the entitlement is transferred then the new entitled dept. can get the item issued from store.
Stock transfer from one SBU to otherIf some dept. needs an item that belong to some other dept. of other SBU. Then demand-ing dept. asks the store personnel to get the item transferred from other SBU. Which hedoes after consulting with the concerned dept. In this way stocks decreases with value inthe SBU from where item is transferred, and stocks increases with same quantity and value of that SBU to which it is being transferred.A system generated mail is sent to both SBU for awareness. At the month end completedetailed report is sent to all stores and accounts dept. of all SBUs for proper recording.
Sale of inventory itemsCost center is select as out side issuance for those items that are sold out from inven- tory, as per our gate pass policy. While selecting cost center as out side issuance system restrict the user to feed its purp-ose whether sale, rejection, sample whatever, along with party name towards it is being sent out.This information is linked with gate pass data base. So while making its OGP,system getsthe information automatically and reduces the chance of wrong entry.At the month end complete detailed report is sent to accounts dept. for proper book keep-ing.
Date Effective Revision
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BTL Div./dept.. Procedure BTL Page 1/1STORES Stores
Title Jan. 2004 01
Scope: This procedure is applicable at Main Stores & its allied sub-stores.
Purpose: Proper disposal of replacements.
Responsibilities:
- IC's. received replacements from dept. & prepares monthly Replacement Form
for the disposal of items.
- Incharge Stores get them examined by technical staff.(if necessary) & signs
the report.
Definitions:
Replacement It is the old item for which concerned technical staff from dept. thinks not usable
any more to produce quality product and requires new one in exchange of old one.
IC Inventory Controller
Procedure:- Replacement is received at the time of issue and all IC,s stored their repacement at
designated areas.
- Concerned store staff write down the replacement on Replacement Form while
issuing replaceable items, and at the month end same list is got signed by
I/C Stores, who checks the report and ask the technical staff for review of items (if
he think so) and finally forward the list alongwith items to purchase / audit ddept., for
proper waste management through store helper (ICS). The record of such lists is
kept maintained in file called Replacement Disposal.
Prepared By Checked By Approved by
Disposal of ReplacementDate Effective Revision
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BTL Div./dept. Procedure BTL Page 1/1STORES Stores
TitleJan. 2004 00
Scope: This procedure is applicable in Main Stores (ICS.)
Purpose: To sort out and to dispose off those items which are no more required in future.
Responsibilities:- KPO makes the reports.
- ED. & I/C(Stores) check and sign the report.
- Store Helper takes the report to concerned dept.
- Purchase dept. takes necessary measures for proper disposal.
Definitions:- KPO Key Punch Operator
- ED. Executive Director
- ICS Inventory Control Section
Procedure:- A computer generated report is prepared annually showing last issue/receipt for
stock items and is sent to concerned dept. through ED. afterexamining & signing by incharge stores, for sorting out those items that are nomore required in future.
- Concerned depts. sort out and mark the useless items that latterly sent to
Purchase through ED. for proper disposal, by incharge stores.Cases are pursued through reminders until disposal of slow moving/dead stock.
Prepared By Checked By Approved by
Disposal of Slow Moving/Dead StoresDate Effective Revision
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BTL Div./dept. Procedure BTL Page 1/1STORES Stores
Title Jan. 2004 00
Scope: This procedure is applicable in ICS. Of all stores
Purpose: To control the inventory or to maintain minimum stock level (MSL) for
commonly used items.
Responsibilities:- Incharge (Stores) provides the avg. consumption of regularly used items to
concerned depts.
- Concerned dept. gives (MSL.)
- Incharge (Stores) maintains the (MSL.)
Definitions:MSL. Minimum Stock Level.
ROL. Re-Ordering Level
ICS. Inventory Control Section
Procedure:Main Stores (ICS.) provides avg. consumption of commonly used items as per
dept. request.
Head of the dept. studies the report deeply and calculates their monthlyconsumption. After finalizing the report, sends it back to stores for their monthlyquota.Stores(ICS.) is responsible to maintain its (MSL.) by raising demandsaccordingly.
Main Stores(ICS.) issues these items according to their approved quota, in caseof non-availability of one item, some other parallel item may be issued to avoidproduction loss, that may cause variation in stock level.
Prepared By Checked By Approved by
Re-Ordering Level (ROL)Date Effective Revision
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BTL Div./dept. Procedure BTL Page 1/1STORES Stores
Title Jan. 2004 00
Scope: This procedure is applicable in all stores of BTL.
Purpose: To reconcile the data with physical stocks, for data reliability.
Responsibilities:- Main Stores ICS. staff checks their concerned items.
- Incharge Sores randomly re-checks the items by store helpers.
- External auditors counter check the data for audit purpose.
Definitions:ICS. Inventory Control Section
Procedure:Main Store ICS. staff checks the items in their respective head physically and
tally them with their respective loc bin wise movement on daily basis for assurance of accuracy of data, any difference is reported to I/C Stores, who too checks the stock randomly. Stock evaluation reports & daily consumption reports are properly filed to ensure theproper store closing in term of values on daily basis.
At the end of every month complete item wise stock report is got audited by financeor audit dept. to ensure that physical stocks are in accordance with the stocks in booksMonthly stock reports, Out side issuance report, Stock transfer summery report is forw-arded to accounts for their book keeping.
At the end of fiscal year inventory list of stores is handed over to external auditors
for audit purpose who checks the stores physically and reconcile them with theirrespective stock reports. At the end of the audit, auditor countersigns the report. Its
record is kept maintained in stock report file.
Prepared By Checked By Approved by
Checking of StoresDate Effective Revision
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BTL Div./dept.. Procedure BTL Page 1/2STORES Stores
Title Jan. 2004 00
Scope: This procedure is applicable at main stores (ICS.)
Purpose: To avoid duplication of record & items standardization.
Responsibilities:
- Computer operator feeds this new code into the computer.
Procedure:The stores have been divided into 16-different heads as per nature of the items, like;
(1) Spinning, (2) Weaving, (3) Processing, (4) Dyes, (5) Chemicals, (6) Packing,
(7) Electric, (8) Hardware, (9) Oil & Lubes, (10) Construction, (11) Stationary,(12) Bearings, (13) Tools, (14) General, (15) Power Genr and (16) V-Belts.
Further more within one store head, items of similar nature are grouped and a
category no. is allotted for uniqueness.
For example;
16 - 01 - 01 - 001 - 005
XX - XX - XX - XXX - XXX
Item sr.# DRIMARENE BLUE K2RLDRIMARINE (DYES)
REACTIVE DYES
DYES
DYES & CHEMICALS
New Item CodeDate Effective Revision
Store head
Category
Category
Category
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Prepared By Checked By Approved by
BTL Div./dept.. Procedure BTL Page 2/2STORES Stores
Title Jan. 2004 00
Store staff determines & checks thoroughly newly approved item for its verification,
concerned dept. may also be consulted for determining new item head & its newness.
After verification of item from LOV list of value of items that this item doesn’t exist, code is opened in its concerned head. System software automatically allote next code to this item in accordance with its category.
New Item CodeDate Effective Revision
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Prepared by Checked By Approved By
BTL Div./dept. Procedure BTL Page 1/1STORES Stores
Title Control Of Quality RecordsJan. 2004 00
Scope: This procedure is applicable in Main Stores(ICS.)
Purpose: To establish documented procedure for identification, collection, indexing, access,
filing, storage, maintenance and disposition of quality records.
Responsibilities:I/C(Stores) is responsible to;
* Check time to time & confirm the proper maintenance of quality records.
* Arrange the deposition of quality records.
Procedure :
1. Collection, identification, assessment, filing and storage of quality records are done
as per list of quality records.
2. Indexing of quality records are carried out as per central document and data control
procedure.
3. On completion of retention time, responsible person give its information to his
concerned dept. head and gets approval and makes arrangements either to sent
old records to archive or discard.
Date effective Revision
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Prepared by Checked By Approved By
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Sr.# Arch.
2 -
5 -
1
2
2 3
For ever
2 3
1
2 3
2
For ever
1
2 2
2 3
1 1
Cancelled GPs & GRNs 1 -
Outstanding ROGPs & RIGPs 2 3
Dyes n Chemicals Critical Items 1
Civil Works For ever
MSDS ( Material Safety Data Sheets ) For ever
Stock Movements 1 1
For ever
2
MRN 2 2
Printed Samples ( Company Wide ) For ever
Ahmad Lace 2
Work Orders 1
Dispatch Advice 1
Approved By
Policies & Orders File
Dept Stk <> IM Stk
Slow Moving Dead Store File
Important Documents / Misc. Doc.
Monthly Stock Taking File
Surplus Items
Correspondence File
E.Mail Record
Regularized Cases
Physical Assessment of Store File
ISO Training
ISO Manual
Items Written Off / Dispose Off File
MIS. Reports
15
13
14
16
17
18
19
20
Scrap Sale
Page 1/1STORES
1
2
Main Store Description File #
Approved Quota
Authorized Signatories File
Main Stores
26
27
28
BTL
7
5
12
8
9
10
LIST OF QUALITY RECORDS
25
3
4
6
11
21
22
23
24
29
30
31
32
33
34
35
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COMPUTER
Approved By
Page 1/1
CHECK & APPROVAL
MONTHLY STK.TAKING
ANNUAL STOCKS
DAILY STOCK TAKING
LIST FOR CHECKING
OTHER SBU
RE-CHECK & BY STORE
BTL FLOW CHART
RECEIPT OF APP.IGP
PURCHASE REQUISITION FROM USER
FEEDING OF
STORES
RECEIPT OF SUPPLY
GRNS
SIR FROM USER
DISTRIBUTION OF
POSTING IN
STN FROM
END END
START
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BTL Div./dept.. Procedure BTL Page 1/2STORES Stores
Title Jan. 2004 02
Scope: This procedure is applicable in all stores of BTL
Purpose: Proper handling & storage throughout the process, to avoid damage, or deterioration
of stores.
Responsibilities:* Store staff is responsible for its concerned head of items.
* I/C Stores is responsible for the activities involved in this procedure.
* ED. takes decision for an appropriate action.
Procedure :Material is stacked or placed in bins properly to avoid any sort of damage or deterioration.
Proper measures are taken, (as per instructions of supplier if given) for better preservation
of goods.
1. HANDLING
While unloading and placing the goods in their respective bins or during stacking extra
care is taken (supplier instructions are followed, if any).
1.1 Instruments for handling1.11 Bins:
Small items are often stored within bins. Which have their number that can be located
from the system while issuing or receiving the particular item.
1.12 Racking:Racks are fabricated sections and are placed at adjustable height. These can
accommodate full pallet load, used for the items that are large in size & heavy in weight.
1.13 Temporary Storage:Usually heavy weight items are stacked in temporary storage areas on floor.
Under inspection items are oftenly stored in temporary storage areas.
1.14 FIFO:FIFO (First in First out) method is adopted in main stores considering the following
impartial aspects:
Approved By
Handling, Storage and PreservationDate effective Revision
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BTL Div./dept.. Procedure BTL Page 2/2STORES Stores
Title Jan. 2004 02
- Delivery Schedule
- Store capacity
- Store location
Unloading of locally purchased items is made by the supplier's representative, whereas
out-station material is stacked by contractor's labor (Paledar) in presence of receipt
room's representative.
2. STORAGEAll items are stored in their respective bins or stacked properly as per nature of item.
In order to detect the deterioration, expiry or any sort of damage, stores items are
physically inspected half yearly, in every September & March by concerned store staff
alongwith I/c Stores and also counter checked by end user. Report of deteriorated/
obsolete items are forwarded to ED. for their decision for an appropriate action.Chemicals are especially stacked in accordance with the storage instructions given in MSDS
2.1 Safety Instructions2.11 Necessary usable fire instruments are placed at easy approach in stores.
2.12 Outsiders are not allowed in store areas. (Except end-users, for issuance of material)
2.13 Hazardous / inflammable items are stacked separately with proper marking
2.14 Smoking is not allowed in or near the store areas.
2.2 Storage Instructions2.21 Training is being provided to all store staff, how to handle, store, preserve and deliver
the material. Different material has different methods as per their nature, pl. consult MSDS
2.22 Total material is placed category/shade wise & batch wise.
2.23 Stacking is made at easy approachable height.
2.24 Common usable items, e.g. (Stationery, Tools) and other pilferagable items are placed
under lock n key.
2.3 Accidental Handling of Chemicals ( spillage / fire )2.31 Wear protective equipments like Googles, Gloves, Gumboot and or Mask were necessary
2.32 Place hazardous chemicals in dick area / containments at separate location properly marked
2.33 Place inflammable items separately under non-sparking lights
2.34 Fire extinguish media should be properly placed in reachable location
2.35 If fire expolde shower high stream of water on surrounding drums to cool down their temp.
2.36 Properly place the MSDS at the location where the chemicals is stacked, and at commom place
2.37 Do as mentioned on MSDS for Storage and for first aid
Handling, Storage and PreservationRevisionDate effective
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BTL Div./dept.. Procedure BTL Page 1/1STORES Stores
Title Jan. 2004 00
Scope: This procedure is applicable in all stores of BTL
Responsibilities:* Receipt section is responsible to affix item code sticker / identity tag to the items.
* Concerned store staff is responsible for proper identification of items.
* I/C Stores is responsible for the activities involves in this procedure.
Definitions:GRN. Goods Receipt Note
PR. Purchase Requisition
PO. Purchase Order
Procedure :
Hard MaterialWhile receiving the fresh approved supply from receipt section according to GRN's,
main stores personnel check the identity tag / code sticker having information about item name
item code, IGP#, and requisite department, store location and bin number. This all information is
system printed on item code sticker, If item is going to be received for the first time then Loc.Bin
number entry will appear blank and will be updated by the store personnel in the system for
onward reference.
Dyes & ChemicalsDyes/Chemicals are stacked in racks or on floor as per nature of item, location of
which can be traced-out from their respective location and bins as mentioned in the system,
For prompt traceability this information is printed on SIR that helps the store personnel in issu-ance of material. Dyes and chemicals are stacked batch wise for FIFO purpose.Mostly packings of dyes/chemicals have clear identification of item nature,
and its supplier name. Nevertheless identification plates are also used where needed.
Shelf Life:Shelf life stickers are used for the identification of their expiry dates.
Approved By
Product Identification and traceabilityDate effective Revision
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BTL Div./dept.. Procedure BTL Page 1/1STORES Stores
Title Jan. 2004 00
Scope: This procedure is applicable in Main Stores and its three allied sub-stores.
Responsibilities:* Receipt section is responsible to affix identity tag to the items.
* Concerned store staff is responsible for proper identification of items.
* I/C Stores is responsible for the activities involves in this procedure.
Definitions:IRN. Inspection & Receipt Note
GD. General Demand
PO. Purchase Order
Procedure :
Hard MaterialWhile receiving the fresh approved supply from receipt section according to IRN's,
main stores personnel check the identity tag having information about item, supplier,
GD.#/PO.# and requisite department, alongwith others and fill up their concerned portion
like bin # & item code #. Same bin # is written on bin stock card for traceability.
Dyes & ChemicalsDyes/Chemicals are stacked in racks or on floor as per nature of item, location of
which can be traced-out from their respective bin stock cards. Items are stacked in
batch wise. Mostly packings of dyes/chemicals have clear identification of item nature,
and its supplier name. Nevertheless identification plates are also used where needed.
Shelf Life:Shelf life stickers are used for the identification of their expiry dates.
Document name Document #
Shelf Life Sticker (63202/PR.11/18)
Approved By
Product Identification and traceabilityDate effective Revision
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BTL Div./dept.. Procedure BTL Page 1/1STORES Stores
Title Jan. 2004 00
Objective: To avoid build-up of Dead stocks in future and to provide comprehensiveinformation regarding Inventory position to the SBU/Division heads.
Scope: All divisions
Responsibility: In-charge Main Store
Procedure : 1) Monthly Inventory Analysis Report is updated by store
2) Information of report updation is given to users through E-mail by Main Store.
3) I/c Main Store closely analyses the Inventory position of each division and make a case
of each abnormality and sends to concerned division/section head/in-charge, GMs
and ED.
4) I/c Main Store is responsible to follow those cases till any logical end of the issue.
5) Inventory of every division should be analyzed at least once in 3-months.
6) I/c Main Store will keep the record of these cases for at least 1-year on computer.
Definitions:GM. General Manager
ED. Executive Director
Approved By
Inventory AnalysisDate effective Revision
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indicates bearing rangeindicates needle bearing
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BTL Div./dept.. Procedure BTL Page 1/2Purchase Purchase
Title Jan. 2004 00
Scope: This procedure is applicable in purchase department of all SBUsPurpose: To raise general purchase order for purcurement of demanded items from vendors
To fullfil the specified requirements and needsResponsibilities:
- End user feed demand in system at his terminal- Head of department approves demands of his concerned departments- I/C (Stores) check the validity of demand and forwarded it to purchase dept.- Purchase dept. generate PO,s
Definitions: PO Purchase OrderCS Comparative StatementPR Purchase ReportICS Inventory Control SectionED Executive Director
Procedure:All record are being maintained in system software.Demands are fed by the end user in system, while feeding system give him full support regarding stocks of that particular item in all five stores of our SBUs alongwith pending demand, pending PO,s avg. consumption, last issue quantity, and number of days since last issue of that demanding item.
Head of department approves demands in the system of his concerned departmerntsHe also get acquainted with all necessary information by the system regarding where that particular item is needed e.g. cost center, department wise stocks etc.
- Nature and source of the demand is selected by the user whether urgent, normal, Local or import
- For repairable items separate code is got opened by the end user with complete descrip-tion of work required.
- If demanded item is required as per sample, "SAMPLE" should be delivered,alongwith sample tag bearing complete information about sample, to main stores ICS.These samples are then handed over to Purchase dept. by main stores
- Item specification should be written completely in item code
- All vendors have been categorised as per their nature of business, and same is the case with item codes that are interlinked with vendors
- In case of regular items and pre decided rates PO,s are prepared in routine.ED. decision is got in case of fluctuation in rates of routine items, new high valued items and or irregular items.
- Demand is negociated with the end user (regarding its consumption, its function or for clearspecificatio) if so required.
Prepared By Checked By Approved by
Puchase Order PODate Effective Revision
BTL Div./dept.. Procedure BTL Page 2/2Purchase Purchase
Title Jan. 2004 02
- In case of new, irregular and or highly priced item quotation are sought from already listedvendors and or some potential vendors. These enquires / quotation are sought in shape of e.mails, fax or on phones in case of emer-gencies.
CS is prepared from received quotations and are presented to ED. For approval of most com-pitent supplier, after reading it between lines, sources of quotation are mentioned on CS for ED's checking purpose.
After getting approval from ED. PO is developed as per conditions of CS. Monitory,tax, freightand other necessary terms are clearly mentioned in PO.
System automatically assigend next serial number as PO number to each and every vendor
Same procedure is adopted for service charges / repairing demands, for which a separatejob / order form completely filled is received from requisite dept. in case of maintenance / fabrication of any task / work.
Samples / items for repairing are sent to vendors in accordance with gate pass policy.
Cash purchase are also handdled in the same way, by generating Pos,considering purchaseras vendor.
Daily purchase report dully signed by ED. Sent to internal audit dept. for varification as theyrequired.
Goods are handed over to store receiving section in accordance with PO,s as mentioned on IGPs.
Purchase OrderDate Effective Revision
BTL Div./dept.. Procedure BTL Pag 1/2Purchase Purchase
Title Jan. 2004 03
Scope: This procedure is applicable in purchase department of all SBUsPurpose: For selection of new potential vendor to meet requirements and needs of end user in case
of existing / listed vendor don’t meet the requirement.Responsibilities:
- Purchase dept. is responsible to seek out potential vendor.- ED. Approves the new vendor
Definitions: - ED. Executive Director
Procedure:- Market is viewd for potential vendor for following reasons
Manufacture is preferred on distributorDistributor is preferred on general supplierWhen existing supplier doesn’t meet the requirement in case of volume of time frameFor getting counter productr to our routine item
- Supplier is evaluated on following groundsQualityEfficiencyPotential Price Market ReputeCredibilityIts financial setup
Work experience
Prepared By Checked By Approved by
New Vendor RegistrationDate Effective Revision
BTL BTL Page 2/2Purchase Purchase
Title Jan. 2004 01
On varification of all above factors new vendor form is filled and got approved by ED.
After getting approval new vendor code is registered in system by purchase department andaccounts department
Performance of existing / listed suppliers is evaluated six monthly by seeing their suppliesand rejections, its behaviour / services etc.
ED. Makes decision for those suppliers for whose performance is not satisfactory.
Prepared By Checked By Approved by
New Vendor Registration
ProcedureDiv./dept..
Date Effective Revision
Demand is negociated with the end user (regarding its consumption, its function or for clear
Date Effective Revision
These enquires / quotation are sought in shape of e.mails, fax or on phones in case of emer-
CS is prepared from received quotations and are presented to ED. For approval of most com-pitent supplier, after reading it between lines, sources of quotation are mentioned on CS for
After getting approval from ED. PO is developed as per conditions of CS. Monitory,tax, freight
System automatically assigend next serial number as PO number to each and every vendor
Cash purchase are also handdled in the same way, by generating Pos,considering purchaser
Goods are handed over to store receiving section in accordance with PO,s as mentioned on
Date Effective Revision
Date Effective Revision
Date Effective Revision