STORE MANAGEMENT

INTRODUCTION
Store management is important in both administration and construction functions. Store
management is mostly depending on:
1. size of the site
2. management system of the organization
Store keeper, Assistant Store keeper, Store Helper are some of the officials worked in the
stores. They should have proper knowledge about to handling the documents which as
follows;
PURCHASE REQUISITION
The Resident Agent or Site Engineer prepared purchase requisition. This note is for
request materials from the head office. Two copies were prepared. One for head office,
they send back the back the bottom part of the purchase requisition after approved by the
chief supplies officer.
PURCHASE ORDER
When head office received Purchase Requisition, they prepare the purchase order
according to the mentioned details in purchase order. The purpose of preparing Purchase
Order is to order the relevant materials from the tendered suppliers. Five copies were
prepared, one for supplier, one for account branch, one for the site, store and other two
copies for book keeper at head office and the clerk in supply section.
GOOD RECEIVED NOTE
When materials or goods received to the site by the suppliers, according to the purchase
order, the site stores prepare Good Received Note. These copies of good received are
prepared where one of them is send to the head office. With the bill to inform that the site
was received the goods according to the bill. The head office can pay any money to the
supplier. Among other two copies one for supplier and the other remains at site.
MATERIAL REQUISITION NOTE
Material Requisition Note is prepared to request materials from the stores to be consumed
in construction works in the site. Officer in charge have to prepare the Material
Requisition daily. Three copies are prepared and first copy is for head officer, second
copy is for the stores and the third copy is for the site office. This note is important to do
reconciliation work of the site and to prepare the purchase requisition.

NATIONAL DIPLOMA IN ENGINEERING SCIENCES BASIC INDUSTRIAL

TRAINING

MATERIAL RETURN NOTE

Daily stores issues materials for various site works. If those materials are not fully used in
site, the officer in charge prepared the material return note and submits the materials
again to the stores. Three copies are prepared and first copy is for the stores, second copy
is sending to the section and the third copy remains in the site office.
STORES LEDGER
This is the major part of the store management procedure and it is time-consuming work
to ensure the accuracy of the store records and ledger entries. All material transaction
between stores and site like material request form, good received note, return notes, fuel
and spare parts, electrical items etc. is recorded in the stores ledger. Mainly stores ledger
keeps the entries of consumable materials such as cement, sand, rubble, steel bars etc,
which requested on material request.
These ledger entries should be entered carefully and up to date, as it is very important to
prepare material reconciliation and value of the material used. The ledger entries are
usually made at the end of the day. Thus the balance of the material is also entered to the
ledger, at the same time requested material-by-material request form. The resident agent
should certify ledger entries at the end of each day.
MATERIAL TRANSFER NOTE
Material Transfer Note is prepared when materials or goods transfer from site to site. Six
copies of materials transfer note are prepared;
1st copy - keep in the site which materials are transferred (issued)
2nd copy sends to the site, which received the materials
3rd copy use as agate pass
4th copy sends to head office from the materials receiving site
5th copy sends to the head office from the material issuing site.
6th copy again send to the material issued site, which informs that they received the
materials.
When materials transfer from site to site, the ledger card is balanced in both sites. Of the
materials are damaged while transferring, material receiving site have to mark those
damages and return to the material issued site.
Receiving those materials again it will be recorded in the stores ledger and balance it.

NATIONAL DIPLOMA IN ENGINEERING SCIENCES BASIC INDUSTRIAL

TRAINING

MEASUREMENT SHEET
When the materials like aggregate, bricks and blocks, sand, lime, soil, gravel, etc,
received to the site by the suppliers, measurement sheet was prepared. Officer in charge
have to prepare the measure sheet. When the materials received to the site, it has to be
physically measured. Measurement sheet has to prepare by Store Keeper, Officer in
charge and Site Engineer.
BIN CARD
In Bin Cards, entries are made for issued, received and balance for all materials, which
are non-consumable like tapes, plant, tools, trowels and other types of equipments. On
the hand store ledger keeps the entries of consumable materials. If we consider by
another angle about Bin Card, we can enter consumable materials like first aid items,
furniture. Also non-consumable items like G.I.pipes, tube lights can enter in this.

NATIONAL DIPLOMA IN ENGINEERING SCIENCES BASIC INDUSTRIAL

TRAINING