PNDBF – Stationery Control (B)

1. PNDBF – Stationery Control (B) Lim SeiKee @ cK

2. Effective stationery stock control measures • Proper storage of stationery stock • Accurate recording of stationery stock movements • Conducting external checks • An efficient system of requisition and issue • Standard procedures for ordering stationery

3. SYSTEM OF REQUISITION AND ISSUE Think about what it would be like if everyone could take whatever they want from the stationery cabinet. A proper system of requisition and issue will prevent any messy situations such as overstocking and understocking.

4. Generally, there should be fixed times for issuing stock, e.g. issues may be made from 10am to 12pm every day or on a certain day of the week. • Any requisition for stationery should be made on a departmental basis. • A Stationery Requisition form should be used for this purpose.

6. The storekeeper should check the stationery stock regularly to make sure that the amount of physical stock matches the amount stated on the stock card. After issuing any stationery, the storekeeper should update on the Stationery Stock Card(s). Upon receiving the stationery item(s) that they requested, staff members should acknowledge the receipt by signing.

7. CAREFUL ORDERING • A) It is the storekeeper’s responsibility to ask the Purchasing Department to order items that are running low. Three basic stock levels should always be kept in mind when ordering or re-ordering. • Minimum Stock level • Maximum Stock level • Re-order level

8. Minimum stock level: The amount of stock should not fall below this level. If no replacement items come in after this level has been reached, understocking will occur. • Maximum stock level: Stock should not be allowed to rise above this level. If too many stationery items are bought, overstocking will result. • Re-order level: The level to order more supplies. This level is necessary because it takes time for items to be delivered after they have been ordered. At all times, there must be sufficient stationery to meet the requirements of the organization.

9. B) Certain standard mathematical formulae may be used to work out the best stock levels.

10. Therefore, re-order quantity = maximum stock – physical stock = (150 – 85) envelopes = 65 envelopes

11. C) It is also important to know the exact amount of stock at any one time. To do so, the storekeeper must keep track of items in the store. • There are two ways to find out the actual amount in stock: • Make a physical count of the stock • Look at the last entry in the ‘Balance in Stock’ column on the Stationery Stock Card.

12. D) Discounts are usually given when buying in large quantities. To obtain good prices, departments should therefore, not be allowed to buy their own stationery supplies. • It should be the job of the Purchasing Manager, who buys collectively for the various departments.

13. E) Any request to buy a stationery item should be made on a Purchase Requisition form. This form is used for buying new stationery products and office equipment. • The item requested is usually not found on the Stock List.

15. F) When it is time to order stationery from a supplier, a Purchasing Officer prepares a Purchase Order, which is sent to the supplier.