STORES

MANAGEMENT
 STORES (P.F.R 346)
Any article required in carrying out the services of the
Provincial Council. The term includes,
• Plant
• Machinery
• Equipment
• Fittings
• Animals
• Transferable plants
• Unserviceable articles
• Salvaged materials
 STOREKEEPER (P.F.R 347)
• An officer who is charged with the
tasks relating to the receipt, custody
or issue shall, for the purpose of these
rules, be referred to as a storekeeper.
• The term includes any such officers
performing similar duties.
 DUTIES OF STOREKEEPER
• The acceptance of stores into personal custody,
acknowledging them and accounting for them at all
times.
• Proper custody of stores, keeping them in good
condition and methodically arranged, so as to
facilitate easy location and verification at any time.
• Issue and disposal of stores under proper authority.
• Recoupment of stores in accordance with authorized
procedures.
• Maintenance of records, registers or accounts, for all
receipts, issues and disposals of stores, in the
required manner, supported by appropriate
documents.
DUTIES OF STOREKEEPER….
• Maintenance of distribution lists with proper
acknowledgements for stores assigned under
authority to particular officers, branches or units for
their official use or temporary custody.
• Making issues only to persons whose identity has
been established.
• Making available for verification at any time the
physical balance of stocks in hand.
• Reporting to the appropriate stores officer regarding
• Any matters of which there is doubt, and obtaining the
latter’s instructions.
• Any matters requiring the latter’s personal attention.
• Any stores requiring repairs or disposal.
 STORES OFFICER (P.F.R 348)
An officer who is empowered by delegation or otherwise
to perform anyone or more of the following functions:
• Supervision of the functions of storekeepers.
• Checking the records, registers and accounts of
storekeepers and verifying their stocks.
• Verification of the adequacy of quantities of stocks
carried by storekeepers.
• Maintenance of the stores accounts of the
department.
• The authorization of the receipt, repair, issue, sale or
disposal of stores held by storekeepers.
 FINANCIAL PROVISION &
AUTHORITY (P.F.R 349 )

• Financial Provision
• Economy, Quality etc
• Propriety
• Authorization and Approval
 STORES FUNCTIONS
(P.F.R 350 )

• Primary Objective
• Service
• Responsibility
 STORES MANAGEMENT
(P.F.R 351)
Concept:
Storehouse is an area in which all material
requirements are stored, received and issued.
Need:
• Materials should be stocked only if it pays to stock
them.
• It costs money to carry stock
• In addition stock is subject to deterioration, theft,
loss, damage or outdated and become surplus to
requirement which means loss to the institution.
FORECASTING OF ANNUAL
REQUIREMENTS
(P.F.R 352)
All provincial Ministries and Departments
should prepare their requirements of stores
and procurement plans along with the
estimates of expenditure and submit to the
Provincial Treasury.
 STORES RECORDS
(P.F.R 353)
• Inventory Register
• Inventory and Stock records
• Inventory of electrical fittings
• Issue of stores
• Issue orders
• Receipt order book
 TRANSFER OF STORES FROM ONE
PROVINCIAL INSTITUTION TO
ANOTHER
(P.F.R 354)

• Temporary Transfers
• Permanent Transfers
 SECURITY
(P.F.R 355)
Adequate arrangements should be
made for the safety and security of
stores, by providing safeguards against
losses by fire, theft, pilferage,
deterioration and waste.
 BALANCING OF INVENTORY
BOOKS (P.F.R 356)
• At the end of each financial year, the
inventory records should be balanced.
• Any deficit or surplus identified should
immediately be informed to the Accounting
officer and appropriate action taken.
ACCEPTANCE OF STORES (P.F.R 357)
In receiving stores the following instructions should be
followed:
• Suppliers should be advised of the date and time during
which the storehouse will be opened to accept delivery.
• When goods arrive it should be ensured that the quantity
and description corresponds with what has been advised
and in terms of the delivery order.
• Stores should be in accordance with the specifications
mentioned in the order.
• They should be taken over by weighing, counting or
measuring to ensure that the correct quantity is received.
• Only stores in good order should be taken over and any
damaged items or items that do not conform to
specifications should be returned.
• Stores accepted should be acknowledged.
 ISSUE & DISPATCH(P.F.R 358)
• Stores should not be issued out of the storehouse without a
duly authorized issue order.
• The issue order should bear the description of the stores
and the code number to make it easy for the storekeeper to
identify exactly what is needed.
• The storekeeper should organize himself to time the issues
to various sections to ensure smooth and even flow of work.
• Unless otherwise directed by the stores officer issues should
be on the basis of first in first out method.
• Delivery may be made in the following manner:
• Collection by user unit
• Disposal by storehouse staff
• Delivery through third party
 ISSUE & DISPATCH….

• Stores issued out should always be acknowledged and

the records posted.
• A gate pass should be issued where necessary for the
goods to be taken out of the gate.
 STOCK CONTROL
(P.F.R 359)
• Extent of stock holding
• Economic order quantity
• Maximum level
• Minimum level
• Re-order level
• Safety stock
 CODING & CLASSIFICATION
(P.F.R 360)
Need for coding System:
• Avoid long description
• Accurate identification
• Prevent duplication
• Assist in standardization
 CODING & CLASSIFICATION …..

Code symbols:
Symbols commonly used are:
• Alphabetical code is symbolical by a letter or
combination of letters:/VE
• Numerical code is symbolized by a number or
several numbers: 1/02/57
• Alpha- numerical code is a combination of both
letters and numbers:N/D/02/57
• Code numbers in decimals are also used 5.3.2
 STANDARDIZATION
(P.F.R 361)
The stores officer should as far as possible
standardize the items of stores to be
purchased and stocked for the use of the
departmental units under his control. This will
minimize the items to be purchased and kept
in stock and eliminate wastages.
 SALE TO OR PURCHASE FROM
PROVINCIAL COUNCIL PFFICERS
(P.F.R 362)
• The sale of stores, whether unserviceable or
not to Provincial Council officers.
• The purchase of stores from Provincial
Council officers requires the sanction of the
secretary to the department which
purchases the stores.
CHARGES FOR ISSUE OF STORES AND
FOR WORKS AND SERVICES
PERFORMED BY THE PROVINCIAL
COUNCIL(P.F.R 363)
• Charges for issues
• Charges recoverable by a department
• From a department
• From a local authority or another Provincial Council
• From a private party
• Charges recoverable by Advance Account Activities
• Sale of stores
 HANDING OVER & TAKING OVER
OF STORES ON TRANSFER etc
(P.F.R 364)
• Handing Over
• Taking Over
• Leave
• Leave without prior arrangement
• Acknowledgement