18. SOP.pdf

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StoreOperatingProcedure DocumentNo. SEF/Pro/04RevisionNo. 00

Date

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STORE

OPERATING

PROCEDURE

Rev.No. Date Purpose Preparedby Checkedby Approvedby

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CONTENTS

SL.NO. SUBJECT

INTRODUCTION

DEFINITION

OBJECTIVES&RESPONSIBILITIES

SCOPE

POLICY

RECEIVING,INSPECTINGANDINWARDING

STORAGE

PRESERVATIONOFMATERIALS

ISSUESOFMATERIALSFROMTHESTORE

LOANISSUE

OF

MATERIALS

RETURNOFREJECTEDMATERIALS

STORESACCOUNTING

SCRAPMANAGEMENT

STOCKVERIFICATION

SAFETYOFSTORES

FIREPREVENTION:

SECURITYOFSTORES

APPENDICES

CONCLUSION

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1.0 INTRODUCTIONThe

proper

management

of

Store

is

an

essential

part

of

the

Organizations

operations.

The

stores

management function assumes special significance in Construction Industry where identity of the

materials,thenhandling,properstorageandaccuracy inaccountingduring issueareofparamount

importanceintheefficientoperationoftheStoreHouse.

1.1 The task of stores management relates to safe custody and preservation of the materialsstockedandtheirreceipt,issueandaccounting.Theobjectiveistoefficientlyandeconomically

provide the rightmaterialat the timewhen it is requiredand in theserviceablecondition in

whichitisrequired.

1.2 Efficiency in the store starts with precise forecasting and planning of the necessity formaterials, and this presupposes that the need itself has been forecast with a considerable

degreeofaccuracy.The forecastalsomustbesubjectedtoperiodicreview.Theartofstores

management

is

largely

that

of

optimizing

the

use

of

resources

to

meet

actual

needs

in

anefficientmanner.

1.3 Therelativefunctionofthestoresmanagementfunctiondependsuponthenatureandsizeofthe organization or activity concerned, and in all cases it has to be designed to suit the

particularneedoftheorganizationitserves.Thereis,therefore,nostandardsystemwhichcan

be universally recommended or applied, but in the course of time, certain principles and

practices of general application have been evolved. The understanding of these principles is

essentialforefficientlypracticingtheartofStoresManagement.

2.0 DEFINITION:Store refers toabuildingor roomorplacewherematerialsarekept. Itcanalsobedefinedas the

Managementofthefollowingoperations:

2.1 Receiptofmaterials.2.2 EfficientStorage.2.3 Safecustody.2.4 Timelyissue.2.5 StockAccounting.2.6 ScrapManagement.2.7 Storage is an essential part of the economic cycle and Stores Management is today a

specialized function which can contribute significantly to the overall efficiency and cost

effectivenessofthematerialsmanagement.

3.0 OBJECTIVESANDRESPONSIBILITIESThe

objective

of

this

is

to

ensure

scientific

and

efficient

management

of

receipts,

storage

and

issues

ofmaterialskeepinginviewtheeconomics,securityofstockaswellassafetyrequirements.

TodefinetheOrganizationspolicyandscopeformanagingaStorehouse. Toestablishaproceduretofacilitatespeedyhandlingandaccountingofreceipts,storageand

issueofmaterials.

3.1 ThemajorresponsibilitiesofStorehousearelistedbelow:Identificationofallmaterialsstored.Receiptofincomingmaterials.Inspectionofallreceiptsfromsuppliers.

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StorageandPreservation.MaterialsHandling.Issueofmaterialstouserswithintheorganization.MaintenanceofStockRecords.StoresAccounting.Inventorycontrol.StockTaking.SubmissionofManagementInformationReports.

4.0 SCOPEThisSOPcoversallaspectsofreceipts,storage,issues,handling,statusreportsaswellassafetyand

securityrequirementsfor:

4.1 Toolsandstores.4.2 RawMaterials.4.3 WorkshopMachinery.4.4 Operating/MiscellaneoussuppliesforMaintenanceandAdministrativeServices.4.5 ToolKits.4.6 Uniforms&SafetyEquipment.4.7 OfficeEquipment&Stationery.4.8 HouseKeepingStores4.9 Rejectedmaterials.4.10 Scrapofalltypes.

5.0 POLICY OnlyauthorizedpersonsshallhaveaccesstotheStoreHouse. Storehouseshallnotbekeptopenunattendedduringworkinghours. AllmaterialswillbeissuedonFirstinFirstout(FIFO)basis. Allmaterialswillbereceivedatthestorehouseandperson/departmentconcernedwillbe

notifiedpromptlyonreceipt.

Allmaterialsshouldbestackedproperly. Allmaterialsapprovedafterinspectionshallbestoredinthedesignatedlocations. Hazardousmaterialsaretobestoredseparately. Allmaterialsrejectedshallbekeptatadesignatedplaceandarrangementsfortheirdisposal

madeontheadviceofconcernpurchasingofficial.

Expensiveandattractivearticlesshouldbestoredinsteelcupboardsandalwayslockedup. Itemsissuedonloanshouldbeperiodicallyverifiedwithloanrecords.Capitalitemsmustbe

periodicallycheckedwithcapitalinventory.

A Gate pass should be made for taking out materials. These should be signed only byauthorizedpersons.

Uniforms to the worker will be issued at the time of enrolment on returnable /nonreturnablebasisasperinstructionsofManagement.

Tool kits will be issued to all eligible workerson returnable basis & proper recordshall bemaintainedinissueregister.

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6.0 RECEIVING,INSPECTINGANDINWARDINGStoresPersonnelshallinwardmaterialsafterensuringthefollowing:

6.1 SuppliersDeliveryChallan(DC)/Invoicebearstheinwardstamp.6.2 SuppliersDeliveryChallan/Invoicebearsthereferenceofpurchaseorder.6.3 In caseofconsignment received withoutany documentsor anydiscrepancy noticed in the

documents received, Purchase official will be notified immediately for obtaining necessary

informationforinwarding.Tillsuchtimematerialwillnotbeinwarded.

6.4 Acknowledgement of receipt of consignments is subject to final check and approval. Anotation, to this effect must be stamped on each copy of Delivery Challan/ Lorry

Receipt/Invoiceasgivenbelow:

Goodsreceived

subject

to

verification

and

approval

6.5 All apparent damages/leakages/broken seal in the consignment received are immediatelyrecordedintheDC/LR/Invoiceandbringthesametotheattentionofconcernedauthority.

6.6 Verify the identityof the material received.Ensuredescriptionof thematerialgiven in theconsignmentandnumberofcontainers/packagesreceivedaspertheDC/LR/Invoice.

6.7 Materialsshallbereceivedonallworkingdaysonlyduringworkinghours.6.8 100% verification / weighing to be done in respect of construction materials listed in

AppendixG.

WeighBridgereadings/certificatesarenotalways100% reliable.Therefore, irrespectiveof

whethertheWeighBridgereadingtallieswithDCornot,10%oftheconsignmentshouldbe

weighedat

random

and

based

on

this

observation,

the

in

warding

made.

The

Weigh

Bridge

certificatemaybetakenonlyasaguideline.Ifthequantitythusverifiedvariesafurther10%

of the consignment it should be weighed and again the average taken for in warding

purposes.Forallothermaterials,inwardingisbasedon100%physicalverificationbywayof

counting,measuring&weighing.

6.9 AllmaterialsreceivedwillbetakenonLedgerChargethroughmeansofaReceiptVoucherasperformatattachedasAppendixA.Acertificatetotheeffectthattheitemsarereceived in

Good condition and as per our specifications and taken on our ledger charge vide Receipt

Voucher No_______ and dated_________to be endorsed on the reverse of the Original

copyofInvoiceorDeliveryChallan.Receiptvoucherswillbeseriallynumberedandfiledina

separatefilealongwithacopyofsuppliersInvoice/DeliveryChallan.

6.10 The Stores Personnel shall inward the materials within 24 hours of receipt by way ofpreparingtheReceiptVoucherandsignattherelevantplaces.

6.11 AllmaterialswillbetakenonledgerchargeimmediatelyasperformatattachedasAppendixB. Signatures of concerned designatedofficialwill be obtained. Ledgers will be maintained

separatelyforeachtradeandtypeofmaterials.Separatepageswillbeopenedforeachitem.

Overwriting/erasingoralteringledgerentriesisstrictlyprohibited.Howevercorrectionscan

bemadeifrequired.Asinglestrokewillbeputacrosstheentryneededcorrectionandfresh

entrywillbemadeontopandshouldbeinitialedbythedesignatedofficer.

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ActionPlanforIncomingRawMaterialControlSystem

Sl.

No.

Activity Reference

Documents

Responsibil ity R ecords

1. ReceivingRawMaterial

Gatekeeperwillseethedocument&shallhandovertomaterialsupervisor Material supervisor shall check the documents & allow entering for material

unloading.

Recordingofentry.

DeliveryChallan&

otherdispatch

documents.

GateKeeper/

Material

Supervisor

GateEntry

Register

2 Inspection&Identificationofrawmaterial

Checkingthequantity(nos.)aspersupplierP.O.&challan VerificationofmaterialT.C.fromsupplier IfMTCisnotavailableCheckTestingofrawmaterialatapprovedlab. DimensionalInspectionShape,size,Quality,Physicalappearance Marking(P.O.No.&GRRNo.)

P.O.docs.&GRR Material

Supervisor

RawMaterial

Identification

Report

3 MaterialT.C.fromSupplier

Verification P.O.specification MaterialSupervisor/QualitySupervisor

Incoming

Material

Inspection

Report

4 VisualInspection

Cracks Imperfections Twisted AnyotherParameter

NormalEngineering

Practice

Material

Supervisor/

QualitySupervisor

Incoming

Material

Inspection

Report

5 DimensionalInspection

Shape Size Quality Weight Thickness

P.O.

6 NonDestructiveTesting

AsapplicableP.O.Document Material &

QualitySupervisor

IMIR

7 Records

RawmaterialReceiptRecord MaterialStockRegister Over/Short&DamageReport Over/Short&DamageReportRegister RawMaterialIdentificationRecord MaterialIssueSlip ConsumptionRecord

8 DocumentsforAcceptance

MaterialT.C. ReceivingInspectionReport

9 SeparateIdentifiedAreas

AcceptedMaterialo Eachitemshallbemarkedforidentificationo Itemsshallbeplacedinproperlocation&onWoodenblank.o Stainless steel materials shall be placed to avoid any grinding or welding

sparks/spatter.

o Materialsshallbeplacedawayfromanywater,acidetc.o Weldingconsumablesshallbeplacedindry&packedroom.

RejectedMaterial ReworkMaterial

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7.0 STORAGEThe

term

storage

refers

to

the

physical

act

of

storing

the

materials

in

a

Storehouse

on

pallets,

shelves,racks,boxes,almirah,etc.withtheobjectiveofretrievingthem later for issuetotheuser.

Thepurposeofanystorehouseistoprovidetouserstherightmaterials,intherightquantity,atthe

righttimeandatthelowestpossiblecost.

7.1 The following main objectives for storage shall be considered carefully while storing thematerials:

Maximum utilization of space consistent with adequate care and protection ofmaterials.

Thestoragesystemhastobesuchastoenableaccurateidentificationofthematerialsstored.

Easeofstoringandpicking,thusenablingspeedyoperations. Allmaterialsmustbeprotectedfromtemperature,moisture,pilferage,insects,rodentsetc. Avery importantprinciple instorekeeping isFIFOorFirstinFirstout.Mostmaterials

have a shelf life and this is specially so in the case of paints, cement, food, etc. The

oldeststockhastobeissuedfirst.

Environmental Conditions within the storehouse should be conducive in terms oflighting,temperature,ventilation,accesstotheracks,tradewisestacking.

8.0 PRESERVATIONOFMATERIALS8.1 Materials often deteriorate in storage making them useless for the intended purpose. As

such,theyrequireadequatepreservation.Preservationinvolvesthekeepingofthematerials

inafreshandserviceablecondition.

8.2 India isatropicalcountrywitha largeamountofrainfallandconsequently,wehaveahighdegreeofmoistureandhumidity.Moistureplaysabigrole inthedamageofmaterialsand

the greater the moisture contents in the air, the greater the risk of damage to materials.

Except infewcasesdrycondition forstorageareessential.Preservationthereforeassumes

specialimportanceduringthemonsoonseason.

8.3 Preservation measures for materials vary from time to time. A good understanding of thematerialisthereforevital.

9.0 ISSUESOFMATERIALSFROMTHESTOREThe usual methodof issue is bya Material Indent Form, orMaterials Requisition,which has to be

signed

by

the

indentor.

If

a

material

has

been

issued

on

a

verbal

instruction

because

of

an

emergency,thenithastobefollowedbyawrittendocumentwithoutdelay.

Thisshould,however,beallowedonlyinexceptionalcases.Theresponsibilityto indentformaterial

shouldbespecificallydelegatedtoofficers.9.1 Onlyitemstakenonledgerchargeshallbeissued.9.2 UniformswillbeissuedtoworkersonPermanentIssuevoucherandwillbewrittenofffrom

ledgerchargeafterobtainingapprovalfromWorksManager.

9.3 ToolsandNonconsumablematerialswillbe issuedbyentering intheDaily issueRegister.Only eligible persons are authorized to draw the material from Storehouse.

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9.4 Consumable materials will be issued on Material Requisition Slip. Prior to the issue ofmaterials

Stores

Personnel

shall

ensure

that

the

Baby

Indent

form

is

complete

in

all

respects.

9.5 For issue of stores to out stations proper issue voucher will be prepared and approval ofWorksManagerisobtainedbeforetheissueisaffected.

9.6 Tool kits will be issued to Technicians. A Tool kit receipt / issue register as per formatattachedasAppendixFtothisSOPwillbemaintainedtoregistertheparticularsofreceipts/

issues. Works Manager Approval should be obtained by stores personnel prior to issue of

thesetoolkitsonpermanentbasis&shallbetakenbackatthetimeoftheirdeparturefrom

theworks.

9.7 Foreveryissuesignatureofindividualsirrespectiveoftheappointmentshallbetaken.10.0 LOANISSUEOFMATERIALS

10.1 Anystoresrequiredtobeissuedtounitsoutside,WorkManagersapprovalshouldbetakenpriortoissueofsuchmaterials.

11.0 RETURNOFREJECTEDMATERIALS11.1 Rejectionsshouldbehandledpromptlyandwithgoodjudgment.Theresponsibilityforreturn

ofrejectedmaterials lieswiththeStoreKeeperandthe Inspectingpersons.Whenmaterial

rejectionoccurs, immediateactionmustbetakentoreturn,replaceand/ordisposeofthe

rejections.

11.2 Decisiontoreturn,replaceand/ordisposeoftherejectedmaterialsisthesoleResponsibilityofPurchasingofficial.

12.0 STORESACCOUNTING12.1 Need for stores accounting: Stores accounting has two aspects, the value of the materials

storedandthephysicalquantityofthematerialsstored.Storesaccountingisnecessaryfora

largenumberofreasons,ofwhichthefollowingaremostimportant:

12.2 Thestocks representassets of the organizationand as such it isnecessary to include theirvalueintheaccountsoftheorganization.

12.3 Itprovidesameansofcostingofanitemused.12.4 Itprovidesabasisforinventorycontrolbyvalue.12.5 Asforthesecondaspect,itisnecessaryallthetimetoensurethatallthematerialsthathave

beenreceivedhavebeenaccountedfor.Allreceiptsandallissueshavetobeenteredinstock

ledgersorregistersandhavetobeaccountedfor.

12.6 MaintenanceofLedgerswillbedoneasexplainedinPara6.10and6.11above.13.0 SCRAPMANAGEMENT

13.1 Scrapisinevitableinafabrication&machiningunit.Scraphasavalueandmustbetreatedasany other stores item. It should be accounted for properly and stores personnel are

responsiblefor it.Collect,sortandpreparethescrapmetalandwaste.Eachhasadifferent

valueandifallismixedup,theirvaluemayfallverylow.Differentitemswillhavetheirown

buyers.Sorting,categorizingandpreparingthescraparetherefore,important.

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13.2 Items like GI, MS, Stain Steel, Aluminum, copper, plasticand wood be salvaged, convertedinto

scrap

and

shall

be

taken

on

ledger

charge

as

scrap

through

acasual

receipt

voucher

and

accounting unit will be in Kgs. When considerable quantity is accumulated these can be

disposedoffinthelocalmarket&properapprovalisrequiredfromthemanagement.

14.0 STOCKVERIFICATION14.1 PhysicalStockTakingistheprocessofcounting,weighing,measuring,etc.ofalltheitemsin

the stock and recording the results of such an exercise. The objective of stock taking is as

follows:

14.2 Itisastatutorynecessity.14.3 Toverifytheaccuracyofthestockrecords.14.4 Todisclosethepossibilityoffraud,theft,lossetc.14.5 Torevealanyweaknessintheoverallstoragesystem,soastomakeimprovements.14.6 Toenablebettercontrolofinventories.14.7 Variousmethods of stock verification canbe adopted. Annual stock taking shall be carried

outbeforeclosureofeveryfinancialyear.Asperstatutoryrequirementeach itemmustbe

physically checked asper its unit ofmeasurement at leastonce ina year andentry to the

effect that the physical stock verification is carried out by way of counting, weighing, or

measuring and found correct to be made in the relevant ledger pages and initialed by the

verifyingofficer.Discrepanciesifanyfoundarerecordedandimmediatelyinvestigated.

14.8 Thestockcheckshouldbeplannedinsuchawaythatalltheitemsarecheckedatleastonceinayearandthe important itemsandcostlyorattractive itemscheckedtwo,threeorfour

timesayear.

14.9 ABoardofOfficerswillbeorderedbytheconcernedDirectoroftheInstitute.15.0 SAFETYOFSTORES

The term Safety encompasses the safety of the materials, facilities used, and the safety of the

personnelworkinginaStorehouse.

15.1 ACCIDENTSOne of the important responsibilities of the Stores personnel is to prevent accidents from

takingplace inaStore.Accidentscancausedamagetomaterials,machinesorfacilities,and

injurytoworkersoreventheirdeath.Itisnecessary,therefore,thatallprecautionsaretaken

toavoidaccidents.Theworstcaseonecanvisualizeisafirewheretheentirepremisescanbe

completelydestroyed.SomeofthemaincausesofaccidentsinaStorearegivenbelow:

Materialsfallingfromracks. Wires,unwantedropes,steelrodsoremptycartonskeptcarelesslyonwalkways. Injuryarisingfromliftingveryheavyloads,ornormalloads Unscientifically. Collisionswithbins. Fallingwhileclimbingtoreachtheuppershelves. Injurytohandsresultingfromliftingorhandlingofmaterials. Slippingonoil,greaseorevenwaterspillages. Injurycausedbynailsleftonemptycasesandbattensofboxes. Injuryfromcorrosiveacids,burnfromhotmaterial.

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Droppinggoodsononesfeetwithoutprotectiveboots.Most

of

the

accidents

occur

due

to

non

observance

of

precautions,

carelessness

and

indiscipline.Accidentsalsoarisefrompoorfacilities likepoor lighting,wobbly ladders

orracks,badlylaidoutbinsetc.Goodsupervisioninthematterofobservanceofsafety

rulescannotbeoverstressed.Storespersonnelshouldeducate,encourageandadvise

workerstochangetheirattitudesandgivethehighestpriorityforgoodhousekeeping.

15.2 FIREPREVENTION:Oneofthemajorhazards inaStorerelatesto fire. It isnecessarytotakeeveryprecaution

against fire and ensure that all fire regulations are strictly observed by all the staff. It is

needless toaddthatadequatemeasuresarealso tobeprovidedto fighta fire incaseone

occurs.Thismightrangefromhavingafoamextinguisherinasmallstoretoinstallingawater

reservoir,generator

and

fire

fighting

pumps

in

avery

big

store.

A

place

where

in

flammable

articlesarestored,isespeciallyvulnerable.Itwouldalsobeaverydesirablepracticetohave

periodicfiredrillssothatpeopleknowwhatistobedoneincaseofafire.Storespersonnel

shouldalsobetrainedinfirefightingandspecificresponsibilitiesgiventospecificpeopleso

thatthereisnoconfusionwhenafireoccurs.

Fire is caused usually by an accident. While safety measures are necessary, prevention of

accidentsisalsoextremelyimportant.

16.0 SECURITYOFSTORESSecurityinallStoresshouldbeproperlyplannedandorganized.Doorsshouldbestrongandprovided

withgoodlocksandwindowsshouldbeprovidedwithirongrillsorwiremesh.

16.1 The internal layout is arranged in such a way that there is aspacious issue counter wherepeople

can

obtain

materials

without

entering

the

storehouse.

16.2 Stockyards should be enclosed with fencing which is adequately high. For extra Protectiontherecouldbeabarbedwire fencealongthe topofabrickwall.Gatessimilarlyshouldbe

strongandlocked.

16.3 Custody of keys: All keys of storehouse and stockyards should be numbered and specificpersonsmustbemaderesponsibleforthem.Duringoffdutyhoursthesekeysaretobekept

ina lockedalmirahataconvenientplace (Recommendedplace isofSecurityoffice).When

collectingordepositingabunchofkeys,entriesshouldbemadeinaregisteranddulysigned.

Only authorized persons shall be allowed for handling of keys concerned to their

departments.Thenumberof4duplicatekeysshouldberestricted.Incasewhereakeylost,a

fullenquiryshouldbeheldandthelockchanged,andnotaduplicatekeymade.Inthisregard

amaster

list

of

keys

with

numbers

(Permanent/Temporary)

should

be

maintained.

16.4 EntryintoStorePremises:Nooneexcepttheauthorizedstaffshouldbeallowedaccessintothestores.StaffcomingtoreceivematerialsissuedfromtheStoresshouldnothaveaccessto

thestoragearea.

16.5 Housekeeping: Good housekeeping is one of the major responsibilities of every StoresSupervisor.Neatandorderlypremisesarenotonlyamoraleboosterbutalsoan important

elementinaccidentprevention

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16.6 Theft/Pilferage/Malpractice: It is usually said that there is a latent urge in everybody tosteal,which isactivatedwhentheenvironment iscongenialto itsmanifestation.Precaution

against theft involves the creation of an environment which is not congenial for these

instinctstobemanifested.

16.7 Loss of Stores: Any loss of stores shall immediately be reported to the institutional head.Whenthepersonresponsibleforsuchlossisunabletoexplainadiscrepancy,Lossstatement

willbepreparedaspertheformatattachedandwillbesubmittedtoWorksManagerforhis

approvalthroughDirectorFinance.AftertheapprovaloftheLossStatement,writeoffshould

bedoneandstockrecordsadjustedaccordingly.

16.8 PrecautionagainstFire:OneofthemajorhazardsinaStorerelatestofire.Itisnecessarytotakeeveryprecautionagainstfireandensurethatallfireregulationsarestrictlyobservedby

allthe

staff.

Adequate

firefighting

equipment

should

be

provided.

Stores

personnel

should

be

trainedinfirefighting.InstructionscontainedinPara15.2aboveshallbefollowed.

16.9 Tally Cards / Bin Cards: These should be kept up dated and hung/placed suitably on theracks/almirah/stacks.CopyofTallyCardisattachedasAppendixH.

17.0 APPENDICESAppendixAGoodsReceiptRecord(GRR)

AppendixBStockRegister

AppendixC UniformsIssueVoucher

AppendixDMaterialRequisitionSlip

AppendixE Issue/ReceiptVoucher

AppendixF OVER,SHORTANDDAMAGEREPORT

AppendixG

Tally

Card

AppendixH LossStatement

AppendixI OVER,SHORTANDDAMAGEREPORTREGISTER

18.0 CONCLUSIONThereare manyadvantages instandardizingproceduresand laying themdown in detail. However,

flexibilityisdesirableandchangesshouldbeadoptedwheneveranimprovedmethodcanbethought

of. It should be the Store Keeper s function to critically appraise existing procedures and make

continuouseffortstopromoteefficiencyandeconomy.

18.1 Stores personnel should be thoroughly familiar with the statutory requirements, rules, bylawsandotherofficial regulationsaffecting thestorage,safety,etcof theStorespremises.

Typicalexamples

are,

Labour

laws,

Factories

act

etc.

18.2 TheprocedureincludedinthisSOPsupersedesallpreviousproceduresissuedonthesubject.18.3 The procedures covered in this SOP are meant to be exhaustive. Those not specified here

should be dealt with in terms of general policy guidelines and conventions already

established.

18.4 Deviations / exceptions shall be brought to the attention of Partners of SEF for theirapproval.

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