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PNDBF – Stationery Control (A). Lim Sei Kee @ cK. Introduction. Take a look in your pencil case. What stationery items do you have? Some common stationery items include pens, pencils, rulers, glue, scissors and erasers . As a student, how often do you need to buy new pens or notepaper?.
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PNDBF – Stationery Control (A) Lim SeiKee @ cK
Introduction Take a look in your pencil case. What stationery items do you have? Some common stationery items include pens, pencils, rulers, glue, scissors and erasers. As a student, how often do you need to buy new pens or notepaper?
In an office, stationery is usually kept in a central cabinet and looked after by one person. • Office stationery includes materials used in the office such as different types of paper, envelopes and files. • Office stationery is bought with company funds; therefore proper controls to keep track of stationery are necessary.
Importance of Effective Stock Control • Just as you need to buy stationery for yourself, so does an organization. • Stationery items are assets, i.e. a part of an organization’s possessions. Individual stationery items may not cost much but to prevent wastage, stock control is necessary. • As part of stock control, there must be a system to record the stock level of stationery supplies.
How much is enough? • If there is too much stationery, OVERSTOCKING. What will happen? • If there is not enough stationery, UNDERSTOCKING. What will happen?
Stationery Stock Control Measures • Proper storage of stationery stock • Recording of stationery stock movements • External checks • System of requisition and issue • Procedures for ordering stationery
PROPER STORAGE • A storekeeper should be appointed to take charge of the stock. • Stationery items should be kept in locked, clean and well-aired rooms or cabinets. • Stationery items should be neatly placed on shelves that are clearly labelled. Items that are used often should be displayed on lower shelves. • New supplies should be placed below or behind existing supplies. Existing supplies should be used up first. • Fire-fighting equipment should be kept nearby and be in good working condition.
MOVEMENT OF STATIONERY ITEMS a) To help monitor stationery movements, correct records should be kept by the storekeeper. A Stationery Stock Card is used to record the movements of an item.
Reasons for recording • A stock card helps to record the delivery of supplies. • Studying the movements of stock will show understocking or overstocking. • Frequent or unnecessary requisitions are discouraged. • Instances of cheating or fraud may be revealed by matching the stock balance on the card with the actual stock-in-hand.
PROPER CHECKS Checking the amount of physical stock is another way of keeping a record of stationery movements. A) Stock-taking means counting the stock. An inspecting officer, who is not the storekeeper, should be appointed to do a surprise check at least once a year. This is called an external check.
b) The inspecting officer should make sure that: -the amount of physical stock matches the balance shown on the stock card. -the storekeeper keeps records of receipts and issues correctly. c) The inspecting officer uses a Stationery Verification Checklist to check whether the amount of stock counted matches the amount recorded on the stock card.
d) A report should be made, at least once a year, on items that have not been used over a long time. These items should be destroyed, sold, or if possible, used in another way, e.g. unused office forms may be re-used as memo pads.
