Stores Responsibilities

Interestingly, Stores is a function that is visible in probably any physical house. Be it a

hotel, a hospital, a shop or industrial set up Stores is found every where.

Receipt of incoming goods

Inspection of all receipts

Storage and preservation

Identification of all materials stored

Materials handling

Packaging

Issue and despatch

Maintenance of stock records

Stores accounting

Inventory control

Stock-taking

Its presence every where adequately underlines the responsibility of Stores.

Depending upon where it is located a Stores has to burden from minor to major
responsibilities.
The most common yet major responsibilities that are carried by any Stores are:

Receipt is the process of checking and accepting, from all sources (vendors,

production units, repair units etc.), all materials and parts which are used in the
organisation. These include supplies for manufacturing or operating processes,
plant maintenance, offices and capital installations.

Identification is the process of systematically defining and describing all items of

materials in stock. It includes the preparation of a Stores Code or Vocabulary,
the adoption of materials specifications and the introduction of a degree of
standardisation. In certain cases, part of this work may be done by the design,
planning or standards departments or sometimes the purchase department.

Inspection involves the examination of incoming consignments for quality. Very

often there is a separate Quality Control or inspection department, which
undertakes this work for most, materials. Otherwise goods are inspected by
Stores to ensure that the inspection procedures laid down are carried out before
materials are accepted into stock.

Storage and preservation involves items to be binged and kept in

storage bins and impounds; as usually indicated in the yard. The location is
usually indicated in the transaction card. The storage period may vary between
one day and one year or more, depending upon recoupment procedures/safety
stock required, etc. storage is the physical act of storing the materials. The
there isgeneral
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Stores
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their own financial
information, which they require for the purpose of inventory control
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Materials handling involves movement and handling. This can be

control(e.g.
is the
of continuously
arranging
receipts
manualInventory
or mechanical
byoperation
use of forklifts)
heavy items,
dangerous
or and
inflammable
goods,
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merchandise
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bequantity
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in such
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to ensure
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balances
value are adequate to support the current rate of consumption at all times with
due regard to economy. It involves the related process of provisioning, which is
the means
whereby
instructions
are giventofor
the placing
of the
orders
to goods
Packaging
: Materials
dispatched
customers
from
finished
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In some
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least
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heavyaswooden
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always ultimately be the function of Stores.
Stock-taking
is the
process is
of the
physical
verification
of the
quantity selecting
and condition
Issue and
Despatch
process
of receiving
demands,
the
of
goods
in store
items
required
and handling them over to users, or despatching them to
customers.
Stock Records are the documents which record, form day to day, full particulars
of individual receipts, issues and balances of materials in stock.
Stores accounting is the process of recording details of stock movements and
balances in terms of financial value. It is sometimes undertaken by accounts
department, but

A Stores manager ,therefore, is responsible for carrying out the following

functions :

Receive incoming goods

Supervise unloading of material Count, tally

Check for damage/shortage and prepare report

Fill Goods Inward / Day Book/ Daily Collection Register

Complete Vendors Consignment Note (Challan)

Arrange for inspection and complete the inspection

Prepare Goods Receipt Note (GRN)

Prepare Goods Rejection Memo (in case of goods rejected)

Send goods to stores

Send other documents to respective departments

Ensure all storage facilities are in proper working order e.g. check for
loose racks, damaged pallets etc.

Ensure goods housekeeping (i.e. check for spillage of oils, dirty walls,
obstructions).

Ensure all materials handling equipment are in goods condition

Check and count goods before issue

Make entries Bin/Kardex (stock) cards promptly

Ensure Receipts and Issues are correctly documented

Ensure that rules and regulations relating to physical custody and

preservation of stores are followed
Ensure correct accounting of stores