1

WHY STORES MANAGEMENT?

Raw material consumes maximum amount of the investment

in a company. And highest amount of cost reduction can be done
in this area only. Hence stores play a major role as far a company
is concerned. And if this raw materials are not stored efficiently
they will get deteriorate and there by causing big loss to the
company.

Hence in order to study stores in detail we thought of taking

stores management as our topic.

Introduction:

Stores management is part of the overall function of materials

management. In order, therefore, to understand the function of the
former it is desirable to have a clear understanding of what
materials management stands for. Beginning with the term
management is important to examine its definition and objectives.

Management is the specific purpose of planning, controlling

and implementing.

“Materials management” is one of the recent additions to the

growing glossary on management.

Materials management is the process if planning,

implementing and controlling the flow or storage of input,
facilities, service and information efficiently and effectively from
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the point of supply to the point of consumption in the conformity

of the companies’ objective.

Stores organization may be defined as a systematic

coordination and combination of efforts in manner, which would
result in optimum efficiency with a minimum of expenditure.

The term Store, Storehouse, or Warehouse refer to a building

or room or place where materials are kept.

STORES FUNCTION:

Stores function is a vital part of organizations whether they

are industrial concerns, public or private utility undertakings,
agriculture enterprise, municipal authorities or armed services of
Government departments. There are many varieties of materials
stored – chemicals, metals, liquids, gases, spare parts, equipment,
or finished goods, ranging from engineering components to drugs
and pharmaceuticals. Each of thse items will require a specific type
of storage. And their handling and preservation methods will vary
accordingly. There is high degree of specialization of degree
required to store and handle these products and in many cases
special storage licenses need to be obtained from the Government,
e.g., the storage of petroleum products.

The relative importance of the function of stores depends

upon the nature and size of the industry or activity concerned, and
in all cases it has to be designed to suit the particular needs of the
organization it serves. There is, therefore, no standard system,
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which can be universally recommended or applied, but in the

course of time, certain principles and practices of general
application have been evolved. The understanding of these
principles is most important in the practice of the art of store
keeping.

Objectives and Responsibilities of The Store function

Store is an organization is primarily intended to assist in the
production of goods or services and no industrial unit of public
undertaking of any significant size can be efficiently managed
without it.

The basic objective is to provide a service to the operating

functions and this aspect must be fully appreciated. All the other
activities, although they have their own importance, are
subordinate to the main responsibility.

The service rendered by Stores can be categorized into 4

broad divisions:

To make available a balance flow of raw materials,

components, tools, equipments and any other materials necessary
to meet operational requirements.

To provide maintenance materials, spare parts and general

stores as required.

To receive and issue finished products.

To accept and store scrap and other discarded material as they

arise.
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The major responsibilities of Stores are:

Identification of all material stored.

Receipt of incoming goods.

Inspection of all receipts.

Storage and preservation.

Materials handling.

Packing.

Issue and dispatch.

Maintenance of stock records.

Stores accounting.

Inventory control.

Stock-taking.
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INTER-RELATIONSHIP BETWEEN STORES AND

OTHER DEPARTMEN

Stores and Purchase: these two functions of materials

management e.g. stores and purchase are complimentary to each
other. Apart from the close relationship that exists on a day-to-day
basis in the purchase of various items of stores there are other
important activities, which can best be done by close cooperation
between Stores and Purchase. These are identification (i.e. coding
of stores) and stores vocabulary (the code itself), standardization
and variety reduction, inventory control, value analysis, salvaging
operations, etc.

Other aspects of cooperation include:

Stores sends indents to purchase based on inventory levels
determined in accordance with usage and delivery lead times.

Correct specification writing, code numbers, mention unit (e.g.

pounds instead of kilos) etc., are all vital in this regard.

Determination of ‘lot sizes’ for purchase, which should suit

production requirements, transport, handling and storage space.

Purchase informs Stores of orders placed, and Stores in turn

informs Purchase of receipts, rejections, shortages, breakages, theft
and loss.

Stores should inform Purchase of changing production trends;

slow or non-moving stock obsolete or surplus stock, scrap, etc.

Stores and Production: the production department is usually the

chief customer of Stores. At production meetings, if Stores is
represented, coordination can be excellent. Any change in a
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production schedule needs to be communicated to Stores to enable

prompt corrective action.

Stores and Sales: Especially in a Marketing organization, Sales

is the chief customer of the finished goods store. The Sales
department wants to ensure stocks at all times and this might be a
costly philosophy in terms of inventory holdings. Close
cooperation and an integrated approach can aid management
objectives to increase profitability.

Stores and Accounts: Usually the accounts department does all

the Stores accounting ensuring a day-to-day working relationship.

Stores and Personnel: Selection of the right person for Stores

work and an adequate training in storage, preservation and
accounting techniques is vital.

STORES ORGANISATION

The principal aim in organization is to achieve desired

objectives, in an efficient and economical manner. Adequate
organizing would make for the most effective use of both the
physical assets of the business as well as the human resources.

Organizing consists of the following steps:

Identifying and grouping of the work.

Defining and delegating responsibility and authority.

Establishing structural relationships so that the individual

efforts are coordinated.
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Organizing stores

Traditionally, this department has been attached to the

production department, even considered part of it. The finished
Goods Stores was attached to the Sales Department. Today, it has
been recognized that both Production and Sales has vested interest,
which conflict with the basic objectives of inventory control. As
such, the modern concept is to delink Stores from Production or
Sales. The best practice is to place stores under the materials
manager and make it part of the materials department.

The materials manager will have the status of other senior

departmental heads of production, sales or finance, who report to
the chief executive.
The stores department can be divided into the following
divisions/sections:
A central stores, with sub-stores 1, 2, 3,… (The central stores
according to products, and sub-stores according to shop
requirements)
 Receipt stores
 Inspection wings
 Finished goods stored
 Packing section
 Despatch section
 Transport section
 Clearing unit – sea, air, rail
 Stores hose keeping
 Stock-taking/Audit
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 Record keeping (Kardex/stock ledger)

 Stores accounting

DUTIES AND RESPONSIBILTY OF STORES PERSSONEL

A storekeeper would have several duties and responsibilities,

which he may carry out himself or through his subordinates. These
are:

 To receive incoming materials, including all work

connected therewith, like opening of packages, counting and
checking.
 To stare materials in the right place and in the best suited
prescribed manner.
 To ensure that materials are properly
preserved, periodical inspection and correct methods.
 To carry out all movements of materials including
movement to Storage from receipt and Storage to Despatch,
Packing and Forwarding.
 To maintain complete, up-to-date and correct records
both for physical storage financial accounts.
 To attend all correspondence, etc.

The storekeeper’s function may be compared to that of a

cashier, because in the final analysis, material is money. Thus, as
much as attention should be paid to materials by a Storekeeper as
to money by a cashier.
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CENTRALISED AND DECENTRALISED STORES

The structure of store is a major factor in its organization. A

very big factory having a large number of product lines may have a
main stores which can serve as base, with decentralized stores for
each unit of production, preferably located as near the unit as
possible. Another possibility is that the main store can be
completely eliminated and supplies effected directly to the suit
stores. In a small company, one store would be adequate to serve
all units.
A large company marketing a variety of goods may have a
central warehouse of finished goods at its factory location, besides
large number of stockpoints in the various cities. A small company
on the other hand can have just one simple warehouse from which
the entire distribution can take place.
Centralization or Decentralization then is a matter of
convenience. However, one basic organizational feature must be
observed. The entire Stores setup should be under the unified
control of one department with Senior Controller of Stores
incharge, in order to efficiently achieve the objectives of the
function, of stores.
Types of Stores:

Stores fall into broadly two categories contingent on the

following considerations:
 Functional: depending on the use to which the material
is put – chemical, tools, raw materials stores, etc.
 Physical: depending on its size and location – central
stores, sub-stores, sites stores, etc.

Types of Functional Stores includes:

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Raw material store, Production Store, General Store, Tools

Store, Salvage Store, Packing Store, Spare parts Store, Receipt
Store, Quarantine Store, Finished Goods Store, Work-in-progress
Store, Stationary Store, Bonded Store, Refrigerated Store,
Flammable Materials Store, Dehumidification Store, Transit
Sheds, Dry tanks, Shed storage, Open Yard, And so on.

Types of Physical stores includes:

Central Store, Sub-store, Departmental Store, Group Store,

Site Store, Transit Store, And so on.

LOCATION OF STORES:

The first question that arises is with regard to the location of

the stores. Will there be one store or many? Should it be attached
to the building of the production unit or be away from it? What
transport facilities should be made available?
These questions stem from one primary concern – who is
being served and what are the services provided. It must be
remembered that economy and efficiency are the vital factors.

Some of the principles to be observed in this regard are as

follows:
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 In choosing the location, observe the principle of

minimum movement.
 Plan for future. A storehouse should not merely take
care of present needs but also those of the future.
 All storehouses should be sited with expansion in mind.
 There should be a considerable degree of flexibility.
 Accessibility for road, rail or river transport should be an
important consideration. Planning should concern itself with
loading and unloading facilities.
 Sufficient precautions should be taken to maintain
security from fire, theft, explosion, toxic substances, etc.
 A variety of services must be provided for water, light,
drainage and telephone, etc.

Planning:

At planning stage the following information must be

obtained:

 The kind of storage needed and the nature and volume of

materials to be held in each.
 The volume of issues of each type.
 Handling equipment required.
 Access facilities needed.
 Types of transport required.
 Space for goods inward and outward.
 Stores maintenance area to be utilized.
 Whether special types of storage areas are required e.g.
air-conditioned, heated, humid or dry storage.
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 Office accommodation required.

 Packing facilities, and so on.

STORES BUILDING & STORES LAYOUT

Principles of building design

 The primary importance is given to the inward &

outward flows of goods & vehicles in an orderly fashion.

 Working areas, including goods inward & outward ,

maintenance areas & packing areas should be grouped as
closely together ,that would reduce the costs.

 The height of the building from floor to ceiling must be

enough to permit maximum loading & tacking level of
materials

 Main gangways should run the length of buildings &

across in short ones

 Gangways must be wide enough for two large vehicles

or mechanical equipments likely to pass each other without
collision

 Subsidiary gangways should run of the main gangways

but not necessarily at right angles

 Proper lightning must be provided.

 Door should be wide & high enough.

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 Floor thick ness & strength must be specified &

checked.

 Fire precautions need to be carefully considered &

provide fire exits.

STORES LAYOUT

Two factors in determining layout are economy & efficiency.

A store house which is not fully utilized is a waste of capital.
The one who holds too much is waste full

There are four main work criteria:

1. Receipt & inspection of material from suppliers & their

storage.

2. Picking of materials, their issue & dispatch.

3. Stock-taking.

4. Stock maintenance, stock turn over, periodic inspection,

maintenance & rebinning.

STORAGE FACILITIES

The primary factors in storage are:

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1. An item must be found when required.

2. It must be possible to issue the oldest stock (FIFO) without

undue effort.

3. The item should be in good condition when it is selected for

issue.

4. The item should be in good condition when it is selected for

issue.

5. Storage equipment should be easy & quick to use without

risk to man or material.

The other categories are:

1. Bins.

2. Racks & shelves.

3. Flat pallets & Stillages.

4. Post & Box pallets.

5. Block racks.

6. Heavy lifts & awkward item storage.

Bins: Bins are expensive & as Many item as possible should be put
into them, refilling being done on a regular basis.

Racks: Racks can be used either as the picking face for items
which are too big or heavy fir bin accommodation, or else for
keeping reserve stocks for replenishing bins.
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Static racking, live racking, Drive through racking, Honey comb

racking, self- erected racking.

Pallets: pallets are specially designed platforms for the stacking of

goods, with view to the whole load being moved, wherever it is
required, by a fork-lift.

Block stacking: here boxes or pallets are stacked directly one upon
the other. In all block stacking the primary consideration arte the
safety band stability of the stack, ease off access.

Heavy & Cumbersome items: the movement of such material is

likely to block the flow in their immediate area for a little while. It
may often be necessary to use arcane, lift, bringing it directly over
the item concerned.

SMALL STOREHOUSES

Small store houses have limitation for space. Efficiency is

measured by range of goods, quantity of goods for each & speed at
which the stock can be replaced.

Some basic necessities are:

Facilities; facility Area for incoming and out going goods is
needed.
Stock control: The length of the re supply period is important
since this period & the average usage in it is likely to be the basis
of the stock holding.
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 Formal & regular stock review is necessary.

 Re ordering should be on a cyclic basis.
 Storage system with a uniform type of wracking should
be planned.
 For issues & receipts are separate area is necessary.
 Stock Cards should always be up to date & postings
must be immediate.

LOCATION SYSTEMS

An essential requirement in any store house is that materials

are found when they are required without waste of time.
 Locating the material must be done manually; system must
be simple, unambiguous, & consistent.
 Colour codes are usually not very satisfactory.
 Coding systems are the best.

MATERIALS HANDLING EQUIPMENTS

Materials handling equipment has usually to be considered in

close conjunction with the storage facilities.

 Manually or partial manually operationally equipment,

Fork lift truck, tractors , & Tailors, conveyors, lifts, hoists,
chutes & Docks , cranes , traveling cranes , & gantries, vacuum
& pressure systems, lorry mounted equipment.
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 Care of equipment.
 Skill in operating the equipment.
 Misuse of equipment.
 Maintenance of equipment.
 Economy of use.

STORES IDENTIFICAION SYSTEMS

The item / product are identified by its name in addition to its

attributes. Te material has its identification by its colors, its make,
its size or any special characteristic of the product or its purpose.
It is very vital for any organization to have such system. The stores
catalog with the code numbers is the best method to follow this
system.

CLASSIFICATION OF MATERIALS

Classification is the grouping together of materials of

technical affinity
These are divided into smaller categories for convenience.
1. Purchase department: separate enquiries can be issued for
specific groups or materials since separate purchase
requisitions can be made of each group .
2. Materials can be rooted to appropriate stores for stocking
materials group wise.
3. Inventory control: stock control cards can be grouped
together for materials of the same nature.
4. Stores: receipts& issues can be posted correct by coding or
goods receipt notes.
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5. Accounts: the GRN’s can be entered on the correct cards.

CODIFICATION

Every item group under classification should have a material

code no or reference no, it specifies what the material is. It helps
by:
1. Accurate identification of items.
2. Long descriptions with detailed specifications.
3. Accurate posting of receipt & issue documents in the
appropriate records.

RECEIVING AND INSPECTION

The function of receiving and physically handling delivered

materials, together with verifying that the deliveries correspond
exactly to those specified in the Purchase Order, is usually
performed not by the purchasing department but by a specialized
group in the Receipt section, which is usually independent of
Purchasing and works in conjunction with stores. A small store
carries out the work of receiving by the store itself.

The function of inspection because of its wide and varying

scope may be performed by the receiving personnel or by
inspectors attached to Quality Control. It is the purchasing
department’s responsibility to see that inspection is not overlooked
or neglected during the process of purchasing. Receipt, inspection
and storage of materials constitute the last phase of purchasing
activity. Inefficiency at this last phase can spell untold difficulties
to the materials function and this is true in quite a large number of
organizations.
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There are two aspects involved in receiving material:

1) All incoming items are to be physically counted or

measured for accuracy and they have to be inspected for
quality.
2) This work has to be done quickly and efficiently and the
goods taken into the stores without delay.

The main bottleneck usually noticed is the lack of co-

ordination between the inspection staff and the receipt clerks. It is
therefore necessary that the receipt is manned by efficient clerks
who have not only been thoroughly trained in their work, but who
have been given a clear understanding of the importance of their
work in rotation to the efficient functioning of the company.
The receipt section sometimes also called the Receipt Store
or the Inward goods Department is responsible for the receipts of
all materials coming into the company.

Location Of Receipt:

In any storehouse, security is of the highest importance and

as such, there should be a total prohibition of outsiders coming
there. In view of this need for security the receipt stores should
literally be cordoned off from the main stores, though for all
practical purposes it may be located in the same building. The
receipt store should also be away from the dispatch section. This is
to avoid any mix up of incoming and outgoing consignments.
The principal advantages of having separate receiving stores as
opposed to merging it with the main stores are:
 Outsiders are denied access to the various stores or
production shops.
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 Possibility of uninspected materials or goods not covered

by the G.R.N. (Goods Receipt Note) being taken into stock is
reduced.
 There is a double check of all incoming materials.

The location of receipt store should be such that there is no

congestion or problem of parking or turning of the vehicles. There
must also be adequate space to receive the materials, open the
packages, and store the materials before taking the goods in stock.
Double handling should be avoided.

ORGANISATION –

The receipt stories usually part of the Stores set-up and is

under the Stores-in-Charge of stores. Depending on its size and
complexity, it will have a few clerks and a supervisor can be at a
fairly junior level in most cases, but for a very large Receipt Store,
there can be senior officer also.
The receipt store can be of three types:
 Centralized: Where all the goods are received at
one place.
 Semi-centralized: Here the paperwork can be
done at one place and the actual deliveries at the shop
floor or yards, etc.
 Decentralized: In this case there is a separate
receipt section attached to each store or group of
stores. This might be because of the specialized nature
of the articles or because of the distances between
production shops.
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FUNCTIONS AND RESPONSIBILITIES OF THE

RECEIPT STORE:

1. The first function is to receive goods. The receipt store

may have a clearing and forwarding section with clerks
trained in C&F work.
2. To check goods for quality as per suppliers invoice,
challan or packing list and are compared with the purchase
order.
3. To make entries in the goods receipt register.
4. Return transporter’s Delivery Note after making suitable
entries thereon.
5. Raise G.R.N.
6. To notify purchase department of arrival of goods.
7. Notify indentors of special purchase requisitions.
8. To take action regarding excess rejected items.
9. To deliver materials to the appropriate stores.

RECEIPT PROCEDURES:

The incoming goods should be identified and kept in separate

specified places to prevent misplacement, pilferage or mix up. If
strict discipline in this matter is not observed it can result in great
deal of wasted effort and time in the receipts section. Safeguarding
of the goods received should receive priority of attention. Once the
goods have been received, no unauthorized person shall touch
them and the goods are not to be moved till the completion of all
procedural formalities.

The procedure to be followed in the receipts store is as follows:

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When the goods first come in the premises the challan is

checked. The original Delivery note is retained by the receipt
section and the driver’s copy is signed and a stamp is put on it and
is handed back to the driver.

Quantity checking: here the items are physically checked.

Basically there are two methods for quantity checking:
a) Percent Sampling: A certain number of the receipt is
checked by opening each package.
b) Random Sample Checking: Here the boxes are picked up at
random and checked for quantity.
c) Checking of weight by weighing scales.
d) Checking of length by scale.
e) Checking of area by measuring tape.
f) Checking by volume (of liquid).

The receipt section should have a good weighing machine. For

instance, for heavy loads there should be a weighbridge, wherein
the trucks are weighed when coming in fully loaded. Sometimes a
dip rod is used for verifying the quantity of the liquid item, like
furnace oil delivered by road tankers. The receipt stores should
also be well equipped for material handling – stacker, conveyor,
and forklift.

Goods Receipt Note: Once the goods are accepted by the

inspection section, are port is prepared. Based on this report GRN
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is prepared and the goods are then sent to the stores. If in case the
goods are rejected, either a Discrepancy report or Goods Rejection
Report is prepared and is informed to the purchase officer.

Rejections: When goods are rejected by inspection section,

complete details should be given to the purchasing department as
soon as possible after the rejection. In some companies, the receipt
section sends a Rejection Memo directly to the supplier after
proper approval by the purchase department. The purchasing
department should get the rejection notice promptly, with full
information regarding the cause for the rejection The supplier
should have full information at once so that he can take necessary
steps to replace the defective shipment with proper parts or the
material which will meet the purchase quality specifications.
During the period in which the rejection is under discussion and
prior to the time when the goods have been received, it is desirable
to segregate the rejected materials. If not segregated and clearly
marked with rejection tag, the materials may be placed in the
production stores by mistake.

Package Note: In several cases special treatment is needed for

packages like drums, carboys, cylinders, or steel containers which
have to be returned to the supplier. As it is to be accounted for in
detail, the Package Note is prepared.

Log book or case book: This is basically a reference document

and meant to be a source of evidence in any complaint or
complication which might occur later.

Quality Checking: While quantity checking is a semi-skilled

operation, quality checking is a skilled operation and requires
specialized training of personnel, proper testing facilities and
methods.
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Goods are inspected for quality to ensure that they comply with the
specification in purchase order. The usual quality checking
methods are:

a) Visual: stationery items or grocery items can be checked

visually.
b) By Touch: Fabrics, to distinguish between a rough or
smooth surface.
c) By Smell: Chemicals, kerosene, oil, coconut oil, powder,
etc.
d) By Comparison: Here the actual supply is compared by the
samples provided.
e) By actual testing: Here the items are actually tested. For
example- bricks are dropped from a height to test breaking
strength, etc.
f) Laboratory methods: Here prescribed tests are carried out
by the chemical analyst in a laboratory via. Optical, X-ray
examination, endurance test, etc.
g) I.S.I. test: Here certain items are sent to Indian Standard
Institution or test house for inspection.

Inspection methodology

Inspection involves comparing a product with an accepted

specification or other recognized standards. The purpose is to
confirm whether the product is as per the required quality.
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Inspection of incoming materials is normally done by the

inspectors of the Quality Control Department. In large companies
where there is a steady flow of materials, it is usual to have one
inspector specially assigned to the receipt Section.
Specification: A specification serves the interest of the
manufacturer as well as the consumer. It defines in advance what
the manufacturer is expected to produce and what a consumer can
expect to obtain. There are various types of specifications used in
industry like product manufacturing test and acceptance
specification. The written specification includes blueprints,
samples, color chips, etc. The problem arises in drawing up
specifications for products such as those encountered in the
chemical industry. In such cases, the average and uniformity of the
specified characteristics for the mass, need to be considered.
Tolerances: The problem of tolerances arises because of the
concept that it is usually impossible to manufacture on article or
batch exactly like another. Variability is one of the accepted bases
of modern quality control. Tolerances must ensure interchangeable
manufacture, where possible, and to assure proper functioning of
the product. Tolerances are set on the basis of- a) past practice, b)
experiment, and c) bargaining. Purchased parts and raw materials
should be inspected when received, prior to being stored,
restacked, or sent directly to assembly. An important part of
inspection planning is the establishment of the AQL(Accepted
Quality Level) for acceptance sampling of each class of item at
every inspection station.
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STORAGE AND PRESERVATION PROCEDURES

The Need for Procedures

The term procedure indicates a specific manner in which any

activity is carried out. Work starts with a method, which is a
definite clerical or mechanism operation of activity. A method is
an element of work. A number of related methods necessary to
complete a work process are called a procedure. For example, it
has been seen that there are a number of items of work to be done
in the receipt of goods, like making entries in Daily Receipt
register, making challans, acknowledging, preparing the G.I.N. and
so on. These are all methods, which complete the receipt process.

Good storage procedures have several benefits:

 They enable smooth running of storage and aid in

the reduction of delays and bottlenecks in office work.

 They assist in speedy execution of work because

what is to be done is clearly laid down. No one is in
doubt and trained clerks need merely follow
instructions.

 They assist a better control on what is done and

act as a check on how it is done.

 A good procedure will have sufficient internal in-

built checks at work this can aid in prevention of fraud
and establish a better control over the work done.
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 They can lead to economies in expenditure

because of savings in terms of indirect labour &
overheads.

 There will be a greater coordination between

stores and purchase, Inventory Control, Receipts etc.
and also between stores and production. Accounts, and
other departments.

 Procedures well laid down, facilitate training of

staff because it is easy to make people understand and
practice set procedures and methods for carrying out
work.

 They reduce chances of error and there by add to

overall efficiency.

 Proper accounting and better stock control will

result.

 Proper storage and improved preservation of

materials are the outcome of the practice of goods
storage procedure.

 Speedy issue will take place.

 Quick identification of material is enabled.

 They result in less damage to material during

handling.

 Reduce inventory will result.

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Principles:

There are some general principles relating to procedures:

 They should be simple. Complicated procedures

cause mistakes because of human error.

 Paperwork should be cut down to the minimum.

 Duplication of paperwork, especially of records,

should be avoided.

 There should be an even flow of work without

bottlenecks.

 Movements and efforts of staff should be reduced

to the minimum.

 Rules should be introduced after considerable

thought. Once introduced, there should be no
exception to them.

 Unnecessary checking should be avoided.

 The optimum use should be made of machines.

 Procedures should be flexible and adaptable to

changing concerned.

 Procedures should be made known to all the

employees concerned.

 These procedures should provide a continuous

control of work performed.
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Stores Manual

An important factor in the management of a store is strict

adherence to operating procedures whether it is housekeeping,
documentation, and receipt, storage or issue methods, FIFO etc. It
is always better to put these instructions in writing and preferably
compile them in the form of manual.

A stores manual must have the following chapters:

 Receipts and Inspections.

 Issues.

 Record Keeping and documentation.

 Stores accounting.

 Storage an preservation methods.

 Inventory control and stock levels.

 Indenting of material for purchaser.

 Stores layout.

 Housekeeping of stores and stockyard.

 Materials handling, and maintenance of handling

equipment.

 Codification of stores and stores identification

systems.

 Safety and security.

 30

 Disposal of unwanted stores.

 Packaging and dispatching.

 Duties, responsibility and accountability of

storekeeper.

Storage and preservation

The term “storage” is a comprehensive one referring to the

keeping of goods safety and in good condition. Some people
however would like to draw a distinction between storage and
“preservation”.
Storage refers to physical act of storing or housing particular
materials. This might be screws, large machinery, equipment or
parts, liquids like petroleum, dangerous substances like
sulphuric acid, or a gas like oxygen. Each material has its own
storage requirements and knowledge is necessary as to how and
where they are to be stored, their handling and issue and so on.

Some general aspects of storage are as follows:

 Stores should be prevented from falling off
shelves or out of bins.
 The sides of bins should be such that they prevent
materials from getting lost or mixed up. Segregation of
materials is of the utmost importance.
 The bins must be of the right size. If it is small,
the item will stick out and cannot be placed correctly.
Untidy stacking will result. If, however, the bin is too
large, waste of space occurs.
 31

 Storage should facilitate handling.

 Storage must also allow adequate ease in
counting, checking and issue.
 Adequate security and safety should be exercised
and this involves safety of materials, equipment and
men.
 There should be maximum economy exercised in
relation to the volume of space occupied. Storage
volume available quantities held in that it often
happens that the company increases production but the
space for storage is kept the same. This can create a
problem of space and result in congestion.
 Every material requires a specific method of
storing to obtain the maximum efficiency with respect
to easy handling, self-life, and prevention of
deterioration.
 Unsuitable storage equipment, especially
containers for holding powders or liquids can result in
losses due to wastage during handling. Good
equipment will ensure correct measurement during
issue.
 Apart from wastage, spoilage of materials may
also occur due to improper storage. Dampness is one
major problem in all the stores because it leads to
corrosion of metals, solidifies powders, discolors paper
etc. Prevention measures would include heating
arrangements and also air conditioning with
temperature and humidity control.
 Another aspect of storage is prevention of losses due to
evaporation, pilferage etc. Theft is common where there is no
control on the
Deterioration of Material
 32

Materials often deteriorate in storage making them

unusable for the intended purpose .As such they require
adequate treatment. Preservation involves the keeping of
material in a fresh and serviceable condition.

Some of the main reasons for deterioration are:

1. Sometime the inherent nature of the material is such
that it deteriorates in the course of time. E.g. fruits
and vegetables.
2. Another cause is inadequate storage condition. For
e.g. cements gets damps and solidifies. Steel in the
open can corrode; stationery can get dirty or dusty
and consequently become unstable.
3. A third cause of deterioration is damage arising
form accident or bad handling e.g. glassware maybe
dropped and broken.

Preservation Measures

1. If any material is found to be infested, the item

should be kept apart and duly treated.
2. Storage for materials, which have a tendency to
deteriorate, should preferably in a proper building.
Roofs should be waterproof. The flooring should be
strong enough to take the load.
3. Infested material that cannot be cured should
normally be destroyed.
 33

4. Pests and bacteria thrive in dirty environment, so

storage space should be regularly swept.
5. Proper ventilation should be provided in the
storehouse.
6. Periodic examination of materials should be carried
out to guard against infestation and damages.

Materials Handling

Basic Consideration

Materials handling constitutes one of the main activities in

the storehouse and therefore, considerable attention needs to be
given to be given to this subject in order t ensure that handling
methods and handling equipments contribute to efficiency and
economy.

A few factors involved in materials handling are discussed below:

1. Packaging: If materials are received in the right type of

packaging, they are easy to be handled in the stores. For e.g.
nuts, bolts should be packed in cardboard boxes or cartons
etc.

2. Layout: A good layout may result to efficient flow of

material within the stores.

3. Movement: All material handling involves basic 3 things

 34

a. Lifting the goods.

b. Transporting them.

c. Laying them down again.

Where these operations are manually made, no special

problem arises, but if much weight is involved then
mechanical assistance is required.

4. Suitability of material handling equipment: 4 main

purposes are solved by the introduction of mechanical
equipment:

a. To cater for loads too heavy to be handled manually;

b. To save time;

c. To save labour;

d. To save space;

Rules for Materials Handling

Some basic rules involved in materials handling are as follows:

 Plan all handling and storage activities so as to

obtain maximum overall efficiency.
 35

 Integrate as much as is practical into a

coordinated system of operations, covering supplier,
receipt, storage, production, inspection, packing etc.

 Provide an operation sequence and equipment

layout optimizing material flow.

 Wasteful handling material should be eliminated.

Introduce unit loads when ever practicable and
increase the quantity size.

 Avoid major movements. Use in plant storage was

practicable for especially for heavy items.

 Plan for the flow of materials. Specify definite

routs and zones of operation for handling equipment as
also for personnel and plan the smooth return of
containers, pallets etc.

 Mechanize handling operation where feasible.

Handling equipment should be appropriate to the
material, the movement and the method.

 Provide alternatives in areas where breakdowns

are likely to minimize production.

 Stack pallets to the minimum usable height in the

stores.

 Provide suitable flooring and aisle-clearances for

powder driven vehicles.

 Attempt to use packaging, which makes the

optimum use of handling and storage facilities.

 Stimulate concern for accidents prevention by

training and use of suitable posters.
 36

 All machine operations should receive adequate

training.

 Use marshalling areas for assembly of goods.

 Keep proper records of movement, costs, routes,

accidents, etc.

 Organized specialization – one man for one job.

 Rigid lifting gear is recommended were

practicable e.g. the use of forklifts, post pallets rather
than flexible equipments like ropes which can swing
and slip.

Training in Materials Handling

One of the most important aspects of material handling is the

efficiency in use and maintaining of the equipment. This calls for
excellent training of the personnel. The best source of training
would be from the supplier of the equipment. Training falls into 2
main categories i.e. manual handling and mechanical handling.
In manual handling when lifting a heavy load, the correct
posture is to bend the knees, and keep the back straight and upright
as possible. The tension in bending the back is minimum. The arms
are in tension and the powerful leg and the thigh mussels are in
tension.
 37

Issue of Materials from Stores

Authorization

Materials are nothing but money in the final analysis. When

money is converted into materials many people tend to forget the
relation between them.

Indenting For Materials

Materials required by the users are usually requisitioned

through a material indent form (MIFO). Broadly they are of three
types:
1. Single item indent.
2. Multi item indent.
3. Pre itemized indent.

Order Picking

A simple procedure that might be followed is

a. The stores clerk who looks up the stock card and ensures
availability of the material receives the indent. If the indent is
 38

otherwise correct the issue is authorized and the location

code is entered against the item.

b. The entry is made in the stock card.

c. Indents are numbered serially and filled date wise.

d. The clerk gives the indent to the order picker who takes the
material from the bins and simultaneously enters each bin
card.

e. The materials are handed over to the dispatch clerk who

counts them and issues them to the indenter’s representative.

f. The materials are handed over to the dispatch clerk who

counts them and issues them to the indenter’s representative.
Taking the signature of the latter

Procedures for Issue

The procedure of issue varies form store to stores. Some of

the important types are discussed below.

1. Small tools: In case of small tools one method is to recover

the old tool before the issue of the new tool.

2. Special Tool: Where the requirement is for a single job the

tool is issued and then returned to the stores after use. The
system followed can be simple like the issue of a file from a
filling cabinet or a book from the library. A small card is
placed in the bin from where the tool is removed, showing
the name of the person to whom it is issued.
 39

3. Capital equipment: All the issue of the capital equipment

has to be authorized by senior management personnel duty
authorized to do so. Full details of the department, the person
to whom the item has been issued etc have to be carefully
noted.

4. Raw Materials: In manufacturing unit indents for materials

are raised by the production control department and sent to
the stores in advance so that the material can be delivered on
time to commence production operation.

5. Components for assembly: In a mass production units like a

scoter factory, there is a complete list of components for one
unit of production. This can be issued by giving a standing
indent.

6. General stores: items like cotton waste, kerosene oil, etc are
issued everyday to various departments. In such case daily
quota must be fixed.

Issues to Subcontractors

Many items like finished goods, jigs, tools, patterns, may have to
be sending to the contractors. This issue should be made carefully.
Firstly, a daily-authorized indent is necessary and secondly, the
issue should be made only to an authorized representative of the
sub contractor and proper accounts should be maintained.
 40

Rules Governing Issue Of Material

1. The FIFO principle: Avery important principle, already

mentioned in the issue is the First in First out (FIFO)
principle. This is a rigid principle in materials issue. What
was received first must go out first.

2. Issues in rotation: In many companies there are “rotable

spares. These are items, which after some wear and tear come
back to the stores, which take action to repair them or
recondition them and bring them back to use.

3. Observance of rules regarding handling: Some material have

to be handled carefully because they can cause a harm to the
material it self.

4. Record keeping: stores records have always be up to date,

not even on one day should remain in arrears.

SAFETY AND SECURITY

Safety and security plays an very important part as far as

Stores Management is concerned. The worst case one can visualize
is a fire thus protection regarding the same should be taken into
consideration. Safety of the materials handling is an art of the
stores department. Security in all the stores should be adequate.
Proper measures should be taken incase of theft and pilferage. One
of the essential elements in an efficient store hose operation is
systematic procedure and the strict observance of that procedure,
such procedure is stores manual.
 41

INVENTORY CONTROL

Need for inventory control:

Inventory is maintained basically to ensure operational

smoothness. It is the materials department’s responsibility to
ensure that this operational smoothness is carried out at the
minimum cost commensurate with efficiency. This is done through
inventory control.

Inventory control may be defined as a set of policies and

procedures by which an organization determines what materials it
should hold in stock and the quantities of each that it should carry.

Inventory consist of:

 Stores inventory: raw materials, spares,

components, etc.

 Work-in-process: semi-finished goods on the

factory floor.

 Finished goods lying is the warehouse prior to

dispatch for sale.

Large inventories tie up large amounts of money. On the

other, too little inventory might end up in work stoppages, extra
machine set ups, lost sales and loss of customer goodwill because
of inability to deliver the product. It is of prime importance that a
business organization determines and maintains an adequate
inventory for a given of business.
 42

Inventory is created for two general purposes- protection and

economy. Protection refers to the provision of the necessary raw
material with minimum delay. Whereas economy refers to effect
lower product cost by realizing the economies resulting from
longer quantities per order. There are two fundamental questions
which normally arise in inventory control:

1) How much to buy at one time

2) When to buy this quantity.

Four fundamental factors that govern this are:

 Requirements: This is based on the information

 Quantity in stock or on order

 Procurement time or lead time

 Obsolescence.

ECONOMIC ORDER QUANTITY

One of the most effective techniques for determination of

quality is called Economic Order Quantity.There are two majar
cost involved in it: - 1) purchasing cost and 2) inventory cost

The EOQ is that quantity at which the cost of procuring the

annual reqirement of an item and the inventory carrying cost are
equal, that is where the total of the two costs are low.

Selective inventory control: There are variations in the

inventory control from item to item and this should be done on
selective basis. Following are the classifications:
 43

1) ABC classification

2) VED classification

3) HML classification

4) XYZ classification

STORES ACCOUNTING AND RECORDS

Stores records:

Various records are used in the stores.

 Bin cards: These cards are very simple, giving the

description of the item including the code no., the unit of
issues, the quantity of the item, etc.

 Stock cards: These are kept in the stores office. There

are various kinds of stock cards- Showing the quantity only,
Showing the quantities and unit price, Showing the
quantities, unit price, value of stock, value of the balance in
stock.

 Stores Transfer Note

 Material return note

 Goods inward note / goods receipt no.

 Materials reject no.

 Scrap note

 Gate pass

 Inventory form
 44

 Temporary loan form

Techniques of stocktaking:

 Annual stocktaking

 Perpetual inventory method

 Daily stocktaking

 Checking by stores- in-charge

 Periodic checking

Stock valuation : there are various methods of valuing material

issues.

 FIFO: First in first out

 LIFO: last in first out

 HIFO: Highest in first out

 NIFO: Next in first out

 Base stock

 Simple average

 Weighted average

 Standard average

 Replacement price
 45

COMPANY

ABOUT MEGA RUBBER TECHNOLOGIES PVT. LTD.

Location : Agarwal Udyog Nagar, Waliv, Vasai

Road (East), Dist Thane.

No. of stores : 1 store room with separate section for

storage of chemicals.

Sujan Group which started its operations in Andheri, Mumbai, in

the mid-seventies has over the years established various companies
like, Sujan Industries, Vee Kay Rubber Products, Polyrub
Extrusions (India), Speciality Elastomers & Mega Rubber
Technologies Pvt. Ltd. Covering the entire gamut of rubber
manufacturing processes. Of these, Mega is a QS 9000 company
where as Sujan Industries & Polyrub are ISO 9002 companies and
on the way to achieving QS 9000 certifying body being RWTUV.

Sujan today is carrying company both for its customers and

employees. The entire group shares the mission to continue being
an organization which not only rests on concrete pillars but on the
shoulder of committed well knit TEAM.

Following the “Go Global Mantra”, Sujan with

manufacturing concepts tailored to the needs of expanding markets
 46

exports to countries like USA, UK, Australia, Middle East etc. Has
from wide acceptance with improved growth and increased market
share. Locally the group has a strong presence in the Indian
Automobile Industry and also in the two-wheeler sector. The
various group companies are also servicing other industries like
aerospace, earth-moving, electrical, office automation.

Mega Rubber Technologies Pvt. Ltd. is established since

1995. No. of employees is approximately 325 in this company. The
total area of the company is about 25000 sq.ft. And the area of the
store department is about 2000 sq.ft. The total turn over of this
company is approximately 2.6 crore per month. There are 6-8
employees employed in the stores department, which includes a
head of the department, a stores incharge officer, and 4-6
employees employed under the stores incharge officer.

QUALITY ASSURANCE:

At Sujan, Mega Rubber Technologies Pvt. Ltd. is committed

to attaining the highest standard possible from the purchase of raw
materials to the final products.
The company lays special emphasis on the prevention of
quality problems before manufacture rather than on detection of
error later. Its employees are fully geared & trained to focus on
continuous improvement in their respective job functions.
Combining well trained & quality conscious expectations are
met & customer satisfaction is maintained at the highest level.
The quality systems are independent of production & form the
base of their work ethic.
 47

Mega Rubber Technologies Pvt. Ltd. provides Quality

assurance. It is very essential to know the functional characteristics
and life span of the components being produced.

On dynamic testing machine company check static and dynamic

characteristics like spring constant Damping coefficient resonance
etc. and also it assess the life span of Functional components like
Engine mounts, struts, silent blocks & insulator mounts etc. this
not only create confidence about he components, but also gives
chance for improvement. The machine is very essential for R&D
and assessing the quality. Thus this company gives lot of
importance as far as quality is concerned.

Mega Rubber Technologies Pvt. Ltd. is into products of

rubber make like- Engine Mounts, Silent blocks, Rubber rolls,
Boots/Bellows, Gaskets, Seals & O Rings, Extrusions, Fuel Tubes
& Hoses, Gen. Rubber Goods, etc. All these products produced are
Made-to-order (MTO). The basic raw materials used are basic
natural rubber, EPDM, Neoprene, Viton, Polyacrylic, etc. This
company manufactures products to the esteemed company like
Maruti, Toyota, Honda and so on.

The whole process starts with placing the purchase order for the
imported raw material from Japan, Holland, Dewpond, and
America & Natural rubber is imported from Kerala, depending on
the requirement of the order, since all the products are made to
Order (MTO).

The import from Japan takes around 45 days & the

minimum stock level is for 3 months. After 45 days when the good
are delivered they are first inspected for quality by the quality
control department and then tested for quantity by the accounts
department and then the payment for the material is done. After
testing the material a tag is attached to the material and then send
to the stores room to be kept in different racks, which are of 20ft
height. This tag includes information about the raw material i.e. the
 48

name, followed by description of the material i.e. its quality

followed by the name of the supplier. Then the quantity of the
materials is specified, followed by the (Goods receipt no.) GRN
number and the date the (Material test report) MTR no and the
date. With this tag there is a perforation tag, which is torn off at the
time of the quality inspection of each bag and once the quality
check is complete the quality department stamps each bag and
keeps the perforated tags for records, only then the materials are
forwarded to the stores department to be stacked is different
shelves.

The raw materials are identified with the help of the location
chart, which includes the information about which material is
located where.

After the products are stacked the production process starts, where
in the raw materials are forwarded to the mixing department where
in different materials are mixed according to the requirement of the
product.

This mixture is kept under 25 degrees Celsius for 15 days, in

order to improve its shelf life. After mixing, the mixture is then
send for further processing to the moulding department. After
moulding it is then send to deflashing process wherein the extra
material of the product is removed. This material is then send to
the packaging department with the help of the trolley to the
dispatching department, from where the good are send to the
customers.

Description of some of the products produced and

manufactured by this company are as follows:
 49

 Engine Mounts: Rubber to metal bonded components

used to support load, isolate vibration and absorb shock. The
mounts are so designed that the deflation under different
loads is specific or the load deflation graph is well defined
and the spring constant is specified depending upon vibration
intensity & engine load.

 Silent blocks: Silent blocks form a vital part of a

suspension system. Apart from this they are also used for
articulation & ball joints, steering linkages, radius arms,
angle joints, yokes etc. Anti-vibration Dampers are used to
absorb vertical shocks & in tandem they reduce wear & tear
also noise. The multi directional movement of the vehicle
creates comprehensive and tensile stresses, which are all
taken by these Silent Blocks. The vertical oscillating shocks
of the body are taken by the Dampers.

 Rubber rolls: produced from various Elastomers with

specific compounding techniques, Rubber Rolls produced by
the company find use in industries like paper, textile,
flexographic and office automation. The company’s rolls
meet the best operation related surface quality, a long service
life and company with tight tolerances specified by end users.

 Boots/Bellows: Highly flexible components available

are unlimited variety of shapes and sizes – provide compact
protection for shafts, shaft joints and moveable joints. These
bellows essentially increase the life of wearing parts by
preventing ingress of dust particles.
 50

 Gaskets: the elastic property of rubber exerts a pressure

on the contracting surface to maintain a perfect seal. Varied
service conditions can be catered to by the right choice of
elastomer. Manufactured from various elastomers for use in
industries like dairy, automobile, heat exchangers,
submarines, offshore equipment, furnances etc. gaskets can
be designed to withstand a broad spectrum of temperatures
by choosing the appropriate elastomer. On line sealing can
also be carried out without affecting the running of the plant
pipelines specially in petrochemical, fertilizers, & chemical
industries.

 Seals & O Rings: O rings, among the most basic sealing

components, find a myriad of applications such as in
aircrafts, automobiles, earthmoving equipments, hydraulic &
pneumatic systems. Produced from various elastomers
depending on service conditions, can withstand temperature
from –70 C to +250 C.

 Gen. Rubber Goods: General Rubber Goods for

various end uses are produced as per specification & drawing
offered by the buyer. They can also be designed by the
company if service conditions are stipulated. The exclusive
range is evident from over 10000 different products we
manufacture for almost every industry. Prominent among the
products are rubber parts for consumers’ durables, forklift
tyres, dock fenders, sandwich mountings, propeller shaft
housings, diaphragms etc. the expertise of the company has
allowed it to meet the needs of abroad spectrum of customers
ranging from government agencies, defence organizations to
private enterprises.
 51

In Mega Rubber Technologies Pvt. Ltd. the stores department was

more related with mixing department and moulding department.In
Mega Rubber Technologies Pvt. Ltd. the stores was decentralized
there were no specific section in the stores. There was 1 officer
incharge and about 4 employees in the stores department who were
responsible for the flow of materials from the stores department to
the mixing and moulding department. In this company the store
was located near to the production floor thereby reducing the
transportation cost. Proper planning was followed in this company
regarding the stores of the raw materials was concerned.

Mega rubber products Pvt ltd: in this company the stores

dept were designed in the same pattern of the product cycle. The
connectivity was very well designed for every dept with each
other. The gangways were very spacious for the movement of
goods & equipments. There were 4 employees under one store in
charge. There was a great emphasis on inventory control
management to be cost competitor. There were strong slotted
angles in terms of racking & shelving the products. Avery good
record was maintained of the movements of the product.
Mega Rubber technologies Ltd. had proper and well
mannered Stores accounting system. They maintained the regular
records the items they purchased and issued. It was told to us that
earlier in this company there was no recording system as such.
This hampered the smooth functioning of store department. Now
that they have started following proper recording system they have
regular record of day-to-day transactions.
 52

CONCLUSION:

Thus we conclude that stores play a very important role in

any company. The success of the company to much far extend
depends upon the full utilization of the raw materials and the level
of efficiency and effectively they are handled with.

And all the company & stores that we visited were well
equipped & the materials were handled efficiently and effectively.
 53

BIBLIOGRAPHY
WEBSITE :

1. GOOGLE.COM
2. WIKIPEDIA.COM
3. WIKIANSWERS.COM
4. YAHOO.COM

BOOKS :

1. MATERIAL MANAGEMENT