Material store & receipts

1. Material store & receipts

2. Receipt of stores
•The receipt of stores will mean receipt of
all materials against Purchase Orders or
stores received against local purchases,
gifts, aids etc.

3. Functions of the Receipt Section
•Clear and receive Parcels, Packages, Consignments and
all other materials coming in by Rail, Road, Sea, Air,
Post, Courier or any other mode.
• Check the materials received and arrange for its
inspection.
• Notify the indenter and Purchase section about the
arrival of the materials by the next day.
•Unpack the packages, parcels & consignments and
facilitate its inspection by the Inspecting Officer.
• Intimate the supplier about the excess, shortage,
damage, rejected or defective supplies.

4. Store have to maintain following
registers.
a) Consignment Clearance Register
b) Daily receipt register
c) Register for Samples.
d) Register for Gifts.
e) Register for discrepancies.
f) Register for despatch.
g) Centralized register for local Purchase

5. Clearance of Consignments
1.FOREIGN CONSIGNMENTS -:
(a) needs the services of a professional freight-
forwarding agent and clearing agent

(b) freight-forwarding agent is to arrange
transportation from the port of shipment to the
port of destination

6. (2) INDIGENOUS CONSIGNMENTS-:
(a) All railway receipts/goods receipts/post
parcels/air consignment notes shall be
scrutinized to ascertain whether the freight is to
be paid or to pay, the consignment is at owner’s
risk or carrier’s risk etc.
(b) During the clearance of the cargo the
consignment should be checked to find out the
existence of any apparent visible damage,
difference in weight etc. In case the packing is in
sound condition and there is no difference in
weight, the delivery may take subject to
inspection.

7. INSPECTION OF STORES
•stores receipt voucher (SRV)
•Stores such as electrical goods, mechanical
instruments, refrigeration materials, computers etc.
shall be inspected by the persons of technical
competence in the line.
• Inspection of scientific and sophisticated
instruments etc. shall be carried out by the Indenter
himself.
• If in any particular case, more time is required for
final inspection.

8. •Till stores are inspected and taken on charge,
these shall be kept separately

9. Inspection of Stores of General
Nature
•The stores of general use and repetitive
nature e.g. soap, vim, duster, nails,
glassware of standard trade mark,
stationery items and chemicals from
standard companies.

10. Certificate of Inspection
•When the stores are found acceptable in
accordance with the quality, quantity and
specifications ordered for, the inspecting
officer shall record the following certificate
after inspection appending his signatures
on the space provided for the purpose:-

11. Inspection certificate
“ Certified that the Stores have been inspected by
me and found acceptable in accordance with
the quantity, quality and
specifications laid down in the purchase order.
The equipments/instruments were installed
successfully on _____________.
(Please attach the installation report also)”

12. Code system
Computer HardwareC001
Building Materials - CementB001
AutomobilesA001
Description Item code

13. Glassware – LaboratoryG001
Furniture's - OfficeF001
Electrical – Lamps, switches etcE001
Drugs & medicinesD001