No: SHP/WI/01 Issue No: 01

WORK INSTRUCTIONS Rev. No: 00

PREPARATION OF SHIPBOARD INVENTORY REPORT Page 1 of 1

1.0. PURPOSE.
This instruction shall be used by all shipboard personnel for preparation of inventory report as required by the
Company.

2.0. RESPONSIBILITY.
The responsibility for preparation of Inventory report is with the persons identified in 3.1 below. The authority for
approval of Inventory list is with the Master.

3.0. INSTRUCTIONS.
3.1. Inventory Reports are prepared at the end of the year and at the time of sign-off. The respective Inventory report shall
give the report numbers on the front page as follows for the respective personnel.
DEPARTMENT DESIGNATION REPORT NUMBER INVENTORY
SECOND ENGINEER No: 1 ( a & b) Spares & Stores
ENGINE THIRD ENGINEER. No: 2 (a) Spares
DEPARTMENT FOURTH ENGINEER. No: 3 (a) Spares
EL. ENGINEER. No: 4 (a & b) Spares & Stores
DECK CHIEF OFFICER No: 5 (b) Deck Stores
DEPARTMENT No.6(b) Paints
No.7(b) Anti Pollution Equipment (SOPEP)
No.8(a & b) Wires & Ropes (Including Spare)
No.9(b) Cabin Stores
SECOND OFFICER No.10 (b) Charts & Pubs
No.11(b) Medical Stores
THIRD OFFICER No: 12 (a & b) LSA & FFA (Including Spares)
rd
RADIO OFFICER / 3 Off No.13 (b) Stationary
No.15 (a & b) Computers & Accessories
RADIO OFFICER / 2nd Off No.14 (a & b) Radio & Nav. Equip. Spares &
Stores
CHIEF COOK No.16 (b) Provision & Galley Stores
3.2. The 2nd Engineer, Electrical engineer, Chief Officer, 3 rd Officer, and the Radio Officer shall prepare the report
in 2 sections a & b, where the section a give description of spares and section b give description of
stores.(On vessels without Radio Officers, the 3 rd Officer and 2nd Officer shall prepare inventory reports according
to the above mentioned table.)
3.3. The remaining persons shall prepare their reports in a single section to give details of all spare parts and stores.
3.4. The Inventory reports are prepared on the relevant format and the details are given in 4 parts as follows:
3.4.1 ROB & BEG. This part shall give the details of items remaining on Board at the time of previous inventory
report. The prices in US Dollars of each item shall be taken from the invoice and entered along with the total price
for the items available on board.
3.4.2. RECEIPTS. This part shall give the details of items received during the time between last and present
inventory. The date of receipt, supplier's name, invoice number, quantity received, price of each item and the total
price shall be indicated clearly in this section. All prices shall be indicated in US Dollars.
3.4.3. CON. This part shall indicate the number of items consumed from time of last inventory till time present
inventory.
3.4.4. ROB & END. In this part the details of Remaining items on board at the time of inventory shall be given
along with the price of each item and the total price in US Dollars.
3.5. All the Inventory reports have to be prepared giving complete details including the prices. No inventory
reports shall be approved if they are not fully completed.

4.0. REFERENCES
4.1. Storage and handling of spares / stores and inventory control on board: SHP/SPM/11.
4.2. Quality and safety Management Manual: EML/QSM/01.

5.0. RECORDS AND RETENTION PERIOD.

Shipboard inventory report: 5 years.