Sunday, February 03, 2013


a)      To assist the store I/C or supervisor for day-to-day work.
b)     Look after the stores from theft, fraud, loss
c)      Maintenance and preservation of stores.
d)     Ensure fire precaution.
e)      Prepare and place demand as per requirement.
f)       Keep neat and clean documentation for the transaction.
g)     Taking delivery and issuing stores on specific authority.
h)     To stack the stores properly.
i)       Maintain Tally/Bin cards.
j)        Ensure proper packing of the stores despatched and opening of the stores received.

(a)   Obsolete Stores        :- Stores which cannot be used for the present or future requirement are called obsolete stores.

(b)   Salvage Store                        :- Stores outlived their lives and cannot be used any further are declared unserviceable. The unserviceable stores that can fetch finance on auction are termed as Salvage stores.

(c)    Fumigation               :- Act of applying fumes or smoke to the stacked stores for disinfection is called fumigation.

(d)  Insecticide                 :- A preparation used for killing insects.

(e)   Store accounting       :- Numerical account showing receipt, issue and balance will be maintained in respect of all stores. The stores and equipment will be taken on ledger charge with reference to vouchers and linked with the packing note, Invoice or other dispatch documents under which stores are received.

(f)     Consignor                  :- One who sends or dispatches stores is known as consignor

(g)   Consignee     :-One to whom the stores are dispatched or one who receive the stores dispatched by the consignor is known as the Consignee.

(h)   Issue Voucher           :- When stores are issued/dispatched from one office to another, the consignor makes a detailed account of the same showing Items, A/U, Quantity, condition of the stores, value of the stores, authority for the issue/dispatch etc. This document being presented to the consignee by the consignor and which forms basis for the transaction is known as Issue Voucher.

(i)     Receipt Voucher      :-When Stores are purchased or received through consignor, the receiving office or the consignee makes a record of the stores received showing Items, A/U Quantity, condition price of each items and the source of receipt with authority. This document which forms basis for the accounting of the stores by the receiving office is known as Receipt Voucher.

(j)     Packing Note/Dispatch Note        :- When stores are dispatched from one office to another the dispatching office prepare a list showing particulars of the stores being sent. One copy of this is kept inside the package of the stores being dispatched unaccompanied by representatives and second copy of the same dispatched along with other documents such as bill, vouchers etc by post to the consignee. This list is known as packing note/Dispatch note.

(k)   Convoy Note                        :- When stores are dispatched from one office to another through a representative, the dispatching office prepare a list showing particulars of the store being sent through the bearer. Two copies of this list are sent through the bearer for the receiving office to check and received the stores and the bearer brings back one copy of the same duly receipted by the receiving office.

(l)     Ledger                       :- Ledger is a register maintained to show the daily account of the stores. It gives the details of date wise receipt, issue and balance of the stores.

(m)Tally Card/Bin Card           :-This is a document displayed in front of a stacked individual item of stores to show the date wise receipt, Issue and balance at any particular instance of that date.

(n)   Railway Receipt or RR        :- It is a receipt issued by the Railway for the goods booked through goods trains on production of which the stores will be delivered at the destination.

(o)   Parcel Way Bill or PWB      :-This is a receipt issued by the railways for the goods booked through them in passenger train on production of which the stores will be delivered at the destination.

(p)  Indemnity Bond                   :-This is executed by the Government agency at the destination to the Railways while taking delivery of a consignment without producing the Railway Receipt either lost or awaited from the consignor.

(q)   Open Delivery                      :- In respect of Stores received in damaged condition through the Railways, the consignee is taken delivery by opening in the presence of the railway authorities so as to find out any discrepancy and to lodge claim against railways or the consignor. This is Known as open delivery.

(r)    Demurrage or wharf age Charge:- For any consignment booked through the railways, there is a period limit by which it should be taken delivery of stores and the wagon let free once it reached the destination. Any delay over and above the allowed time will be subject to levy of compensation by the railways. This payment of compensation is called Demurrage or Wharf age charge.

(s)    Gate Pass                               :- Any Items sent out from a Store Depot will be subject to security check at the exit. A document prepared for this which sent along with each consignment going out from the Depot is called Gate Pass.

(t)     Dunnage                                :-Wooden Structure hold to prevent the stacked stores from decay by pollution is known as Dunnage.

(u)  Fire Fighting Equipments  :- These are mainly consist of the following Fire Engine, Fire Pump, Fire Trailor, Fire Extinguishers of Soda -Acid , Foam and CTS type etc.      

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