Following steps are considered the most important in case of internal control over store.
1. Maintenance of record:
For the strong control over stores it is necessary that record of the goods in the store should be maintained properly. Quantity and quantity of the goods should be recorded in detail.
2. Checking of record:
There should be proper checking of such record. This record should be kept in those hands who do not handle the store record.
3. Continuous stock taking:
Continuous independent stock taking by actual must be carried out. It should be proper checking of such record. This record should be kept in those hands who do not handle the store record.
4. Use of separate bin:
Store room should be arranged systematically and each item should be kept in separate bin/rack. It will become very easy for the store keeper to find the particular item.
5. Quantity fixation limit:
Each item of the store minimum and maximum quantity limit should be fixed by the management. This limit should be interred in bin cards, if the quantity of any item reduces than the fixed limit, to the purchase department store keeper should report.
6. Entrance not allowed:
Except the store keeper and his assistance no one should be allowed to enter in the store room.
7. Use of bin cards:
Bin card should be attached with each bin. Store keeper should write issuance or receipt of item to the bin card. The record of store room should consist of only a bin cards.
8. Issuance without requisition not allowed:
Any item may not be issued by the store keeper upon verbal request. Without showing the requisition duly signed by the in charge of the needed department no any material should be issued by the store keeper.
9. Return of any item:
Sometime any item is not used and returned to store. It should be accompanied or associated by “store returned notes” in duplicates its entry in the bin card and stores record cards will be just like the requisition entry.
10. Placing of order:
Official order forms (after proper sanction) should be sent to suppliers in respect of the materials required. To store keeper a copy of this should also be sent to store keeper.
11. Receipt of materials:
The materials received should be assure by the store keeper with copies of purchase orders and a report as a quantity etc should also be sent to the buying department.
12. Verification of items:
Inspection department should make a surprise checking of the store time to time. Some items of the stores should be proving by actual count and these should be applied on the whole data.
EmoticonEmoticon