UNIT 5 : INVENTORY SYSTEM

UNIT 5: INVENTORY SYSTEM FOR MATERIAL AND EQUIPMENT IN

LABORATORY SCIENCE

5.1 Concept mapping

5.2 Objective

5.2.1 To know the purpose of inventory system

5.2.1 To identify the important document should be keep in store

5.3 Introduction

Efficient laboratory organization and administration entail the keeping of accurate

records and the complation of other kinds of kinds of information. For this pupose a definite

filing system is required, the need for which has been adequately.

5.4 Inventory system

Inventory system is a list for goods and material and it must be stored properely filed and

kept in locked cabinet. Exept for the laboratory staff, no other persons should be allowed to have

access to these documents unless with prior permission from the senior science teacher.

References to these documents should only be discouraged unless it is absolutely necessary.

5.4.1 Filing system

Filing may be defined as the systematic keeping of record or material in such a

way that may be quickly located when required. Good filing systems should therefore be

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simple, suitable, accessible, and adaptable. The extend of the equipment and accessories

used for filing purposes is determined by the requirements of the system, the amount of

material to be held, and the amount of money available. Ingenuity may, to a large extent,

overcome lack of money and effective filing arrangements have been set up with nothing

more pretentious than wooden boxes and home made guides. The value of any collection

of field material is judged in terms of its contents and not by the elegance of its housing.

This point is stressed because in further may be beyond the financial resources of many

science laboratories. Nevertheless, the comfort associated with modern filing equipment

and the ideas incorporated in it should be overlooked.

To indicate the main divisions within a system, primary guides may be used, in

alphabetical arrangement, for instance, they are used to indicate where the material filed

under one letter of the alphabet begins and ends. In order to define these divisions more

clearly, the guides have tabs which protrude above the tops of the folders and on these

various captions are printed. The captions vary according to the system used. The tabs

appear on the guides in staggered positions so that any one tab is not masked by one

another. The filed material usually kept in folders and up to ten of these may be filed

behind each guide. When large numbers of folders are used, the number filed behind each

primary guide will be excess of ten and secondary guides then become necessary.

There have two basic filing arrangements. There are alphabetical and numerical.

Alphabetical is the basis of all filing systems in the alphabetical arrangement. It is

necessary to vary the manner of the application of the alphabetical arrangement in

accordance with the nature of the items filed and certain rules must be applied. The

alphabetical arrangement of name is divide by two groups which is, individuals and

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company name. in dealing with correspondence, student records, and other matters, it is

necessary ti file according to the name of the individuals. Names of individuals are

arranged in alphabetical order in accordance with the exact sequence of all letters which

make up the surname. This works very well until two similar surnames are encountered

and the system must then be extended to overcome this difficulty. All name are therefore

divided into units, the surname being unit 1.

Numerical filling arrangements are particulary suitable for continuous projects

and active folders are added as the project progresses. A card index is always used in this

kind of filling arrangement. The cards are filled in alphabetical order and each one related

to a particular folder. On the card is written the number of the folder and essential

information concerning its content. The folders are numbered consecutively and, as for

other systems, new folders are begun when sufficient material concerning any particular

matter justifies it. The folder are kept behind guides in numerical order. The primary

guides are numbered in hundreds or some other convenient unit and supplementary

guides are used at intervals of ten folders. The new folder are recorded on the appropriate

card in the index. This way, any new matter which is filed and is closely related to that in

the original folder will be found as a subdivision in the folders adjacent to it. Miscellous

folder are also used with the numerical system. The index cards which refer to the

material stored in these folders should be clearly marked in some way to indicate this.

The cards may for instance be marked at the top in lead pencil with the letter M.

5.5 System of location item

In educational establishments a general stock book must be kept. The object of this is to

maintain a record of all items of permanent value, and to enable their value to be assessed for the

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purpose of insurance. The stock book is made up for inspection annually and the storekeeper

must locate the various item which may have been dispersed to the far corners of the department.

The task is onerous and difficult. To overcome this difficulty, and to track the movements of

portable furniture and other equipment, each of them is given an identification number which

should be marked on it. The number is noted in the stock book against the item, and to further

assist identification the instrument serial number should also be noted together with its full

description.

Since the item which give satisfactory service may need to be reordered, the stockbook

can be advantage to the department if the order number and date of purchase are entered against

each item. The particulars recorded in the book thus enable the original order to be found

quickly. The stock book information helps also to locate equipment, already existing in the

department, which may be required for new projects. As equipment wears out it must be struck

off the stock book, some items never wear out but become as old as to become redundant; these

too should be excluded. The stock book itself may be lost or destroyed by fire and duplicate

records should be kept and stored in a place safe from fire or water. References to these

documents should only be carried out in the laboratories and loaning them out of the laboratories

5.6 Documentation for stores

There are various documents are encountered in connection with the ordering, receipt,

and payment for goods. References to these documents should only be carried out in the

laboratories and loaning them out of the laboratories should be discourage unless it is absolutely

necessary.

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5.6.1 Order form

The material is ordered on an official order form and this is sent to the supplier. In

addition to the list of goods required it usually indicates to whom, and at what address,

the goods should be invoiced. A carbon copy of order is kept for reference in the order

book.

5.6.2 Quotation

Formal statement of promise (submitted usually in response to a request for

quotation) by potential supplier to supply the goods or services required by a buyer, at

specified prices, and within a specified period. It may also contain terms of sale and

payment, and warranties. Acceptance of quotation by the buyer constitutes an agreement

binding on both parties.

5.6.3 Acknowledgement

In due course the supplier acknowledges the order form. The acknowledgement

states that the order has been received and may tell the customer when the goods will be

dispatched. The acknowledgement form should be filed and the duplicate order form

marked to record the fact that the order has been received. By the supplier.

5.6.4 Advise of dispatch

When the supplier dispatch the goods he may send the customer an advise of

dispatch. This is not always done and does not usually apply when goods are dispatched

by the firm’s own transport.

5.6.5 Delivery note

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A delivery note which accompanies the goods assist the storeman when he checks

the goods received. The delivery note bears the customer’s order number so that he can

ready refer to his order in his own record book. Delivery note should be filrd until the

invoice for goods is received.

5.6.6 Invoice

The supplier to the purchaser an invoice which is a copy of the delivery note but

which also indicates the amount of money to be paid for the good. It bears the customer’s

order number, which allows reference to be made to the customer’s duplicateof his

original order. The invoice is checked against the order form and if contrast, the invoice

should certified and send to the account section for payment. The number, date of the

invoice, the sum sharges, and the fact that the invoice has been certified for payment,

may be recorded in order book. If departmental accounts are kept, further entries will be

made in the appropriate ledgers.

5.6.7 Catalogue

List of goods or services on sale with their description and prices published as a

printed document, or as an electronic document (e-catalog) on internet or on a diskette,

CD, DVD, etc

5.6.8 Instructional manuals

Detailed information on how you should you use or do something. It teach how to

use in a correct way.

5.6.9 Pamphlets

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A very thin with a paper cover containing information a particular subject.

5.6.10 Stock-cards

Manual or computer-based record of the quantity and kind of inventory at hand,

committed (allocated) to firm-orders or to work-in-process on order. It often also includes

history of the recent transactions in each inventory item.

5.7 Conclusion

As the conclusion, the aim of equipment inventory system is to make easier when any

practical class is to be implemented. The equipment is easy to be found and time waste can be

avoided.

Question

1. All of the following is the storage spaces except?

A. cabinets

B. cupboards

C. under lab tables

D. shelves

1. Which of the following is important in storage spaces?

A. code of spaces

B. sum of spaces

C. location of spaces

D. time of storage

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1. All of the following is important documents usually kept in the stores?

A. quotation

B. orders

C. checks

D. invoices

1. Which of the following is the most important documents in the stores?

A. quotation

B. orders

C. invoices

D. stock-cards

1. Which of the following not need to further description?

A. quotation

B. orders

C. invoices

D. stock-cards

1. Which of the following is the only person who is allowed to have access the documents?

A. students

B. laboratory staff

C. clerk

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D. teachers

1. Which of the following is the important of coding in storage spaces?

A. practical implementation

B. using of equipment

C. stock-checking

D. easy to find

1. Which of the items below that the rule of using is important to be labeled to it?

A. beaker

B. retort stand

C. capacitors

D. microscope

1. Where the important documents should be kept?

A. locked cabinet

B. shelves

C. cupboard

D. racks

1. If a science teacher is searching for any equipments, which of the following should be

referred by him as the direction?

A. important document

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B. code of storage

C. types of equipment

D. list of equipments

References

Amritage, Philip and Fasemore, Johnson. (1977). Laboratory Safety: A Science Teacher’s

Source Book, Heinamann Education Books, London.

Chisman, Dennis (1987) Preliminary Issues, Practical Secondary Education: Planning for

Cost- Effectiveness in less Developed Countries, Commonwealth Secreteriat, London.

Fahkru’l-Razi Ahmadun, Chuah Teong Guan and Mohd Halim Shah. 2005. Safety:

Principles & Practices in the Laboratory, Penerbit Universiti Putra Malaysia, Serdang.

Hegarty-Hazel, Elizabeth (1990), The Student Laboratory and the Science Curriculum: An

Overview, The Student Laboratory and the Science Curriculum, pt.1, pg.3.

McGrath, Dennis M. (1978), Some General Considerations, Laboratory Management and

Techniques For School and Colleges, Anthonian, Kuala Lumpur-Ipoh-Singapore.

Woolnough, Brian E. (1991). Setting the scene, Practical Science, pt.1, pg.6. Woolnough,

Brian E. (1991). Setting the scene, Practical Science, pt.1, pg. 13.

Woolnough, Brian E. (1991). Setting the scene, Practical Science, pt.1, pg. 14.

K. Guy. Laboratory organization and administration. London Butterworths

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