Professional Documents
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STORES MANAGEMENT
• INTRODUCTION
• THE TERM STORES, STOREHOUSE, WAREHOUSE ETC REFER TO THE
PHYSICAL PLACE BE IT A BUILDING OR A ROOM ETC. WHERE
MATERIALS OF ALL VARIETY ARE KEPT.
• THE FUNCTION OF STORES IS TO RECEIVE, STORE AND ISSUE
MATERIALS.
• STORES ARE NORMALLY DIVIDED INTO VARIOUS SECTIONS SUCH AS -
RECEIVING SECTION
TOOL STORES
GENERAL STORES
RAW MATERIALS STORES
FINISHED PARTS STORES ETC.
• STORES PLAYS A VITAL ROLE IN THE OPERATIONS OF A COMPANY
• STORES NETWORKS ARE INCREDIBLY COMPLEX AND THEREIN LIES
THE OPPORTUNITY OF IMPROVEMENT.
STORES MANAGEMENT
• STORES FUNCTION AS AN ELEMENT OF MATERIALS DEPARTMENT, HAS AN
INTERFACE WITH MANY USER DEPARTMENTS IN ITS DAILY OPERATIONS.
• THE BASIC PURPOSE SERVED BY STORES IS THE PROVISION OF
UNINTERRUPTED SERVICE TO MANUFACTURING DIVISIONS.
• STORES ACT AS A CUSHION BETWEEN PURCHASE AND MANUFACTURING
ON ONE HAND AND MANUFACTURING AND MARKETING ON THE OTHER.
• THE INHERENT LIMITATIONS OF FORECASTS MAKE THE STORES FUNCTION
A NECESSITY.
• STORES FUNCTION IS AN INSEPARABLE PART OF ALL BUSINESS AND
NON – BUSINESS CONCERNS, WHETHER THEY ARE INDUSTRIAL OR
SERVICE ORIENTED, PUBLIC OR PRIVATE, SMALL OR LARGE.
• THE TASK OF STORE KEEPING RELATES TO SAFE CUSTODY AND
STOCKING OF MATERIALS, THEIR RECEIPTS, ISSUES, AND ACCOUNTING
WITH THE OBJECTIVE OF EFFICIENTLY AND ECONOMICALLY PROVIDING
THE RIGHT MATERIAL AT THE RIGHT TIME WHENEVER REQUIRED IN THE
RIGHT CONDITION TO ALL USER DEPARTMENTS.
STORES MANAGEMENT
NECESSITY OF STORES
• ONE MUST ALWAYS REMEMBER THAT EVEN THOUGH
STORE KEEPING DOESN’T ADD ANY VALUE TO THE
PRODUCT IN THE NORMAL SENSE, IT IS AN ESSENTIAL
FUNCTION AND JUST CANNOT BE WISHED AWAY.
• AT TIMES STORES MAY ADD TIME UTILITY OR VALUE BY
PRESERVING SCARCE MATERIAL THAT MAY BE
REQUIRED IN FUTURE.
• BY PROPER PRESERVATION AND STORAGE, THE STORE
DEPARTMENT AVOIDS ANY DEPRICIATION IN THE VALUE
OF INVENTORY.
• THE FINANCIAL VIEW CONSIDERS STORES AS AN
OVERHEAD I.E. A COST WITH NO RETURN.
• THIS ALL THE MORE HIGHLIGHTS THE NEED FOR
ECONOMIC OPERATION AND EFFICIENT STORES
MANAGEMENT.
STORES MANAGEMENT
NECESSITY OF STORES
• THE COST OF STORES CAN BE CATEGORIZED INTO A CAPITAL
COST COMPONENT AND REVENUE EXPENDITURE COMPONENT.
THE VALUE OF THE CLOSING STOCK OF 400 UNITS ( I.E. SECOND LOT 600 UNITS
LESS 200 UNITS ISSUED WILL BE COSTED @ Rs. 15 I.E. THE VALUE OF CLOSING
STOCK WOULD BE Rs. 6000.
ACCOUNTING / PRICING RULES
GOVERNING ISSUE OF MATERIALS
LAST – IN – FIRST – OUT – METHOD (LIFO METHOD)
STOCK VARIFICATION
• THE STORES MANAGER HOLDS THE PHYSICAL CUSTODY OF
THE MATERIALS AND IS RESPONSIBLE FOR SAFE UPKEEP AS
WELL AS FOR ANY MAJOR DISCREPANCY.
• HE MUST CONSTANTLY REVIEW THE STOCKS AND RECONCILE
THE PHYSICAL AND BOOK STOCKS, WHICH DIFFER IN ALMOST
ALL ORGANISATIONS.
• THE MAGNITUDE OF THIS PROBLEM WILL INCREASE AS THE
NUMBER OF TRANSACTIONS INCREASE, BECAUSE MISTAKES
MAY BE COMMITTED IN TRANSACTIONS AND THIS CAN
ACCUMULATE TO MAJOR DISCREPANCIES.
• FOR EXAMPLE, IF THE WEIGHING SCALE INDICATES 1 KG
LESS EVERY TIME THEY WEIGH, AND THERE ARE 100
WEIGHING IN A PERIOD, THE STORE KEEPER WOULD HAVE
ISSUED 100 KG WITHOUT ANY RECORDS AND WILL FIND
HIMSELF SHORT WHEN THE PHYSICAL CHECK IS MADE USING
THE SAME WEIGH BRIDGE.
STOCK VARIFICATION
• ISSUES WITHOUT INDENTS,IMPROPER CHECK OF RECEIPTS,
PILFERAGE, OBSOLESCENCE, DETORIORATION AND DAMAGE
DUE TO DIFFERENT CAUSES OF IMPROPER STORAGE,
SHRINKAGE, EVAPORATION, SPIILAGE, ETC. ARE OTHER
FACTORS THAT HAVE TO BE CONSIDERED IN THIS CONTEXT.
• IN ORDER TO EXERCISE STRICT CONTROL ON THE ABOVE,
THE STORE MANAGER MUST VERIFY THE STOCKS
PERIODICALLY.
• EXPERIENCE INDICATES THAT MANY DISCREPANCIES IN
PRACTICE ARE DUE TO IMPROPER DOCUMENTATION, LIKE -
a) COMPLYING WITH URGENT ISSUES WITHOUT VOUCHERS,
b) DELAYS IN POSTING THE RECEIPTS AND ISSUES AND
c) ISSUE BY NUMBERS, RECEIPT BY WEIGHT AND ACCOUNTING
BY NUMBERS, ETC.
PROCESS OF VERIFICATION
• STOCK VERIFICATION CAN BE DEFINED AS THE PROCESS OF
PHYSICAL COUNTING, WEIGHING OR MEASURING THE STOCK
OF MATERIALS THAT IS HELD AND MAKING A RECORD OF
THESE FIGURES.
• NORMALLY PERSONNEL FROM THE ACCOUNTS DEPARTMENT
ARE GIVEN THIS RESPONSIBILITY.
• SOMETIMES THE AUDITORS ( OR BANKERS TO WHOM THE
STOCK IS HYPOTHETICATED) – ALSO UNDERTAKE THE
VERIFICATION OF STOCKS ON A SAMPLE BASIS ; IN ORDER TO
CHECK THE REALITY OF THE PERFORMANCE STATEMENTS.
• A WELL DEFINED VERIFICATION PROCESS, CAN ALSO
PINPOINT ANY DRAWBACKS OR SHORTCOMINGS IN THE
METHODS OF STORAGE, MOVEMENT OF MATERIALS, HANDLING
OF MATERIALS, OBSOLESCENCE, ETC.
• A REGULAR VERIFICATION PROCESS ENSURES THAT THE
SYSTEM AND PROCEDURES LAID IN THE MANUAL ARE
ADHERED TO.
PROCESS OF VERIFICATION
• PHYSICAL VERIFICATION OF STOCKS STARTED OFF AS A PERIODIC
EXERCISE, USUALLY COINCIDING WITH THE ANNUAL ACCOUNT
CLOSING, UNDER THE DIRECTION OF ACCOUNTS DEPARTMENT.
• THIS PROCEDURE ACTING AS A POSTMORTEM EXERCISE, CAN STOP
THE NORMAL FUNCTION OF THE PLANT TOWARDS THE YEAR END, IF
THE NUMBER OF ITEMS ARE LARGE.
• SINCE THERE IS AN URGENCY FOR QUICK COMPLETION, THIS MAY
LEAD TO AN INEFFECTIVE VERIFICATION PROCESS.
• TO OVERCOME THIS DIFFICULTY, MATERIALS ARE CHECKED
THROUGHOUT THE YEAR AND VERIFICATIONS ARE SO STAGGERED,
THAT ALL MATERIALS ARE COVERED IN A YEAR.
• IT WILL BE ADVANTAGEOUS TO COVER THE HIGH CONSUMPTION
VALUE A ITEMS MORE THAN THE OTHER ITEMS IN THIS PERPETUAL
CONTINUOUS SYSTEM.
• THE VERIFICATION PROCESS, WHETHER PERIODIC OR PERPETUAL
SHOULD BE THOROUGH, OR WELL ORGANISED WEIGHING AND THE
UNIT OF MEASUREMENTS MUST BE CONSISTENT AND THE MEASURING
INSTRUMENTS MUST BE PROPERLY CALIBRATED, SO THAT MEASURING
ERRORS ARE MINIMAL.
• CARE SHOULD BE TAKEN TO AVOID DOUBLE COUNTING,
OVERLOOKING ITEMS KEPT AT OLD PLACES, WITH ANCILLARIES AND
IN TRANSIT, ETC.
PROCESS OF VERIFICATION
• THE PROCESS OF PHYSICAL VERIFICATION CAN BE COMPLETE ONLY
IF NECESSARY FOLLOW – UP ACTION IS PLANNED.
• AFTER TABULATION OF PHYSICAL STOCK, ATTEMPTS SHOULD BE
MADE TO RECONCILE WITH BOOK BALANCE, INDICATING OPERATING
STOCK PLUS RECEIPT MINUS ISSUES.
• IT IS VERY COMMON THAT THE TWO SETS OF FIGURES FOR EACH
ITEM MAY NOT TALLY AND HENCE THE PROBLEM ARISES IN STORES
MANAGEMENT.
• A DETAILED INVESTIGATION IS CALLED FOR, IF THERE ARE MAJOR
DIFFERENCES PARTICULARLY IN HIGH VALUE ITEMS, TO AVOID
RECURRENCE OF THE SAME IN FUTURE.
• USUALLY, ORGANISATIONS FIX – UP LIMITS FOR DISCREPANCIES AND
DISCREPANCY VOUCHERS ARE SIGNED BY THE APPROPRIATE
AUTHORITIES.
• HOWEVER, STOCK VERIFICATION SHOULD NOT BE PERCEIVED AS A
WITCH HUNTING PROCESS AND STORE PERSONNEL MUST BE
INVOLVED IN THE EXERCISE.
• THE ORGANISATIONS WILL GAIN, IF THE STORES PERSONNEL ARE
MOTIVATED BY A PROPER DEVELOPMENT OF THE ATMOSPHERE,
CULTURE AND VALUE SYSTEMS.