MODULE 4

OFFICE STATIONERIES AND

SUPPLIES
ADMINISTRATIVE AND OFFICE MANAGEMENT
MODULE CONTENT

This module is created to introduce the topic on office

stationeries and supplies. At the end of the module
students are expected to differentiate stationeries and
supplies, and identify ways control and manage them.

LEARNING OBJECTIVES
4-1 Explain the need for control of office stationeries and
supplies
4-2 Discuss the issue of stationery and use of forms
OFFICE STATIONERIES
AND SUPPLIES
4-1 Explain the need for control of Organisation and Management of
office stationeries and supplies Purchases
A. Centralised vs Decentralised
Office supplies include items like 1. Centralised purchasing -
paper, paperpads, letterheads, supplies are bought by one team
carbon, typewriters, ribbons, pens, a. Advantages: specialist
pencils, erasers, stamp pads, function, lower cost, better
duplicating paper, writing, budgetary control, help in
stamping, fasteners, and so on. standardisation of forms
Because these items will be used b. Disadvantages: greater cost
for various purposes, it is normal to the organization, lack of
that each would have different flexibility, unsuited for
qualities, such as paper thickness, scattered units
size, etc. 2. Decentralized purchasing -
supplies are bought by different
NEED FOR CONTROL OF OFFICE branches, different teams, and
STATIONERY AND SUPPLIES coordination are done by these
1. Cost separate teams
2. Right type of supplies a. Advantage: Reduces delay as
3. Availability it is done by the team who
needs the supplies
FACTORS TO BE CONSIDERED FOR b. Disadvantage: It is a side job,
SELECTING STATIONERY and therefore cannot be
1. Discovering sources of supplies specialized
2. Purchase at lowest price
3. Purchase of correct quantity B. Management of purchases. This
4. Purchase of desired quality of means dealing with various aspects
supplies of office supplies like setting
5. Purchase at the right time standards, purchasing, storing,
issuing, and controlling of supplies.
OFFICE STATIONERIES
AND SUPPLIES
1. Standardization of supplies. e. Follow -up - this is where one
Supplies should be bought after makes sure orders are received on
identifying the purpose for which time
they will be used. Standardization f. Receipt of stationery - take note
implies fixing the requirements or that delivery receipts are important
specifications as to the quality of as these are proof that items are
the items of the office supplies for
received
various purpose.
g. Maintenance of accounts -
processing of payments if the
2. Purchase of supplies
orders received are correct
It is essential to have a scientific
h. Storage - items are kept in
procedure for the purchase of
warehouses or storage space once
stationery and supplies in the office
they are received and are managed
regardless of purchasing being
by store keepers or warehouse
centralised or decentralised.
Following is the procedure that may personnel
be followed: i.Safe guarding - different methods
a. Purchase requisition- this is and systems are adopted for
the formal request to the safeguarding stationery and
purchasing department supplies
b. Call for quotations - this is
where the need for stationery or 3. Storage of supplies
supplies is to be announced with If items are processed under
hopes that suppliers will respond centralised systems, this means
to the call that items are processed,
c. Selection of suppliers - after purchased and stored in bulk.
receiving quotations, the Various organizations store their
suppliers are compared. The supplies differently but it is
most favorable quotation is important that supplies are
selected
monitored whenever they go in and
d. Placing the order - actual
out of storage spaces.
order is placed with the form
prescribed by the supplier
OFFICE STATIONERIES
AND SUPPLIES
4. Issue of stationery 6. Employees should be trained in
There should be systematic the use of stationery and supplies.
procedure for the issue of They should be instructed in
stationery to the user in every efficient handling of various items
enterprise. The store-keeper should so as to reduce wastage during use.
issue the various items on the basis 7. Extravagant use of supply can be
of requisition from the user.
reduced by maintaining section
Whenever an item is issued, an
wise account of quantity and cost
entry should be made in the bin
of supplies issued.
card by the store-keeper. The
materials should be issued on First
METHODS OF CONTROLLING
In First Out (FIFO) basis in order to
STATIONERY IN STORES
eliminate the chances of
deterioration in quality of various
1. Fixation of stock levels. Ensures
items of stationery.
that over stocking and
5. Control over use of stationery and understocking is avoided and
supplies fresh order is placed at the
The following are guidelines in correct time.
exercising effective control over 2. Two bin system. It keeps some
supplies storage and use: quantity of stock to be used to
1. Stationery should be centrally avoid the stock out position.
stored under the control of some What is the stock out position?
responsible person. 3. Stock taking. Perpetual,
2. Stationery should be issued continuous, and periodical.
against authorized requisition.
3. Responsibility for the proper use FORMS
of stationery should be placed on "An office form is a printed piece of
those who sign the requisition. paper which provides the space for
4. Issue should be made in small
entering records, information or
lots.
instructions, which are to be
5. There should be periodical
conveyed to other individuals,
checks of the items in the store.
department or enterprises"
OFFICE STATIONERIES
AND SUPPLIES
4-2 Discuss the issue of stationery Advantages of using forms
and use of forms 1. Simplify the office procedures
2. Saves time
Importance 3. Reduces chances of mistake
Forms are where office routines are 4. Preservation of records
centered around; these are the 5. Fix individual responsibility
bases of activities and office work.
6. Aid to planning
7. Better human relations
Purpose
8. Reduce cost of office operations
Forms serve the following purpose:
9. Help in systematic recording of
(i) They make clear what
information
information must be gathered and
10. Better customer service
communicated.
(ii) They provide specific location
Principles of Form Designing
for each item of information needed
thus facilitating data Forms must be well-designed and
entry, processing and reference. each item in the form should serve
(iii) They eliminate the need for the purpose for which they are
recopying, standard or repetitive made. Here are some principles to
information reducing monotony. be followed in designing forms:
(iv) They facilitate use of multiple 1. Principle of use
copies, often greatly simplifying 2. Principle of standardization
procedures as a result. 3. Principle of centralised control
(v) They identify the records and 4. Principles of systems
facilitate filing and future reference integration
(vi) They facilitate in fixing 5. Principle of ease of entry of data
responsibility. 6. Principle fo multiple use
(vii) They help in bringing 7. Principle of identification
uniformity in office work as the
same forms are used for same type
Forms control
of work, time and again.
This is a means of exercising
(viii) They enable easy and quick
management control over the costs
reference.
of producing and processing forms
OFFICE STATIONERIES
AND SUPPLIES
The main objectives of form control: Steps in form control
1. to ensure regular supply of 1. Establishment of Centralised
various forms, Authority
2. to have economical use of forms 2. Preparation of forms register
for the firm, 3. Listing of office routines
3. to reduce the clerical work 4. Analysis of forms
4. to minimize the use of number of 5. Design and production
forms, 6. Disposal of obsolete forms
5. to make necessary changes in the
existing forms if they are not Types of forms
satisfactory, 1. Forms may be classified on the
6. to make reviews, whenever basis of function or operation
needed, for which they are used.
7. to introduce new forms which are 2. It may be outside contract forms
really necessary, or internal office forms
8. to retain and use only those that 3. Forms may be single copy forms
are necessary for office systems, and multiple copy forms
9. to study whether the introduction
of new forms or revision of old Factors to be considered in form
forms is essential, design
10. to evaluate form design on the 1. Suitability
basis of time required to use 2. Ease in use
them, 3. Simplicity
11. to review periodically all forms in 4. Size
use to find out their current 5. Title and number
utility, 6. Font size and style
12. to eliminate obsolete and 7. Use of proper type of paper
irrelevant forms, to consolidate 8. Ease in punching, scoring and
different forms doing the same perforation
task and to introduce only such
forms that are really necessary.
OFFICE STATIONERIES
AND SUPPLIES
Form sets Disadvantages in the use of
A distinct feature of modern office continuous stationery include
practice is to type as many allied difficulty in making alterations,
forms as possible in one operation. they are expensive and in some
cases, the last copies are faint.
There are various ways to which form
sets may be constructed. These are: Looseleaf ledger
1. Loose sheets put together into The loose leaf ledger also known as
sets the perpetual ledger consists of a
2. Single sheet or perforated and substantially made cover or binder.
folded This has the means for expanding
the back so as to hold a varying
Continuous sets number of leaves.
Continuous stationery is a labour There are also advantages and
saving device which comprises disadvantages in the use of loose
various forms such as invoices, leaf ledger.
accounting form etc, printed in
continuous strips, made up of a Reference:
series that comes in multiple copy Shanti, V., et.al (2011). Office
sets separated from one another by Management. India: Tamilnadu
perforation. Textbook Corporation.
1. Roll stationery
2. Continuous interfold stationery END OF MODULE TEST
3. Carbon backing packs or rolls Answer the following questions:
4. Fan fold continuous stationery 1. Why is it necessary to control
supplies?
Advantages in the use of continuous 2. What are the factors to consider
stationery include saving of time, in designing forms?
neat and clean work, and reduction
of wastage.