CHAPTER 10

MANAGEMENT

STORE

CHAPTER 10

STORE MANAGEMENT

NATIONAL DIPLOMA IN ENGINEERING SCIENCE-SPECIAL INDUSTRIAL TRAINING

CHAPTER 10
MANAGEMENT

STORE

10.0 INTRODUCTION TO THE STORE MANAGEMENT

In any working site store management plays vital role. The success of the project
basically depends on the correct material handling at the stores. In the ICC Ltd.main stores is
located at the ICC Complex at Piliyandala.for the working sites, separate stores are located
near by & purchasing of things are done through the main stores. Material handling, vehicle
handling were done through the main stores.
The legal co-ordination between each site stores & the main store is maintained with
important documentations. In all exchanges, receiving, issuing, or returning should be made.
These documents should be approved by the storekeeper, & authorized person with
designation at the site. All of the above are neatly & clearly done at the ICC Ltd.
Normal characters at a store are,
Store keeper-with very high responsibility.
Asst. storekeeper with high responsibility.
Labors-with low responsibility.
The main objective of the logistic department is to create an effective, supportive role
in the project through effective material handling procedures. Material handling is an
important element in any project. It requires the materials to be routed to the working sites; at
he required quantity at the right time. One main consideration is to achieve a cost effective
method.i.e: to sustain a material handling system by balancing between economic senses &
minimize material wastages, which makes direct impact on the project.
10.1 MATERIAL CONTROL REPORTS
The material control report is a list of various records of materials transactions. This
document contains how to maintain the logistic report list in each individual transaction of
materials received, transferred & issued. The logistics department keeps all reports & is the
main tool used to keep track of he material flows in the project. The department should
responsible to maintain all documentation needed in the project in terms of materials.
10.2 ASSOCIATED NOTES WITH THE STORE
G.R.N.-Good Received Notes
D.N-Dispatch Notes
T.N.-Transfer Notes
D.A.-Delivery Advises
Req.N-Requesion Notes
Bin Cards
Gate Passes
STORE DOCUMENTS
There are important stationary can be shown in stores, to any purposes. There are the
small descriptions of these documents as follows.

NATIONAL DIPLOMA IN ENGINEERING SCIENCE-SPECIAL INDUSTRIAL TRAINING

CHAPTER 10
MANAGEMENT

STORE

MRN Material Requisition Note

To supply the requirement of the site issues we want to request it for head office .This
document is known as material requisition note. It can be dividing in to two parts.
Direct MRN
Indirect MRN
Direct MRN
This MRN is issued to the suppliers, who are the directly contact with ICC. Such as
Paint
Roofing sheet
Tile
Grout
Fittings
Indirect MRN
This MRN is issues to the Madapatha ICC complex. Such as
Aluminum window
Door frame
Hacksaw blade ECT
Dispatch/Invoice
When supply material into the site dispatch and invoice is provided
Invoice -Issued from direct suppliers
Dispatch -Issued from Madapatha ICC complex
GRN - Goods Received Note
When received goods to stores. GRN should be issued. GRN which consist of four
copies
White copy
Yellow copy
Blue copy
Book copy
White copies signed by the store keepers should be handed over to the person who
brings the goods. The person in turn will hand over these copies to the A/C Dept. The yellow
copy should be handed over to the site quantity surveyor and the blue should be sent to the
A/C Dept.
When suppliers bring materials of goods directly to the main stores/site stores store
keeper should issue GRN the yellow copy attached to the suppliers chart chit should be send
to the purchasing dept.Separatly to white copy should be given to the supplier to enable him
to collect payments.

NATIONAL DIPLOMA IN ENGINEERING SCIENCE-SPECIAL INDUSTRIAL TRAINING

CHAPTER 10
MANAGEMENT

STORE

Transfer Note
When the machine tools or plants transferring to another site or Madapatha ICC complex
(for repairing) this note is provided It is divide in to two parts
Transfer Note to machinery
Transfer Note to scaffolding
These notes should be signed project manager store keeper & security officer
Gate pass
For all materials which transferred from site to another place gate pass should be signed
project manager store keeper & security officer
Returnable Items Gate pass
This gate pass is issued materials which were return to the site such as Gas cylinders.
Bin cards
All items in the stores must be separately identified & categorized by the store
keeper .These items must be stores in a way that given the easy access to each item. Store
keeper must maintain a bin card for each and every item in the stores. The issue of a materials
must be recorded in the issues side of the bin card at the correct date the correct remaining
balance of that item for day should be shown in the bin card When items are received again it
must be recorded in the receipt side of the bin card and the balance of the material should be
carried forward
Normally all payments should be issued from head office to the direct suppliers for
this reason. Please ensure that the account department copy of GRN & DNS are sent to head
office in every three days.
At the end of the month all store keepers must send the following weekly/monthly
statements to the account department.

NATIONAL DIPLOMA IN ENGINEERING SCIENCE-SPECIAL INDUSTRIAL TRAINING