Stores Responsibilities


Interestingly, Stores is a function that is visible in probably any physical house. Be it a hotel, a hospital, a shop or industrial set up Stores is found every where.

Its presence every where adequately underlines the responsibility of Stores. Depending upon where it is located a Stores has to burden from minor to major responsibilities.

The most common yet major responsibilities that are carried by any Stores are:


  • Receipt of incoming goods
  • Inspection of all receipts
  • Storage and preservation
  • Identification of all materials stored
  • Materials handling
  • Packaging
  • Issue and despatch
  • Maintenance of stock records
  • Stores accounting
  • Inventory control
  • Stock-taking

  • Receipt is the process of checking and accepting, from all sources (vendors, production units, repair units etc.), all materials and parts which are used in the organisation. These include supplies for manufacturing or operating processes, plant maintenance, offices and capital installations.

  • Identification is the process of systematically defining and describing all items of materials in stock. It includes the preparation of a Stores Code or Vocabulary, the adoption of materials specifications and the introduction of a degree of standardisation. In certain cases, part of this work may be done by the design, planning or standards departments or sometimes the purchase department.

  • Inspection involves the examination of incoming consignments for quality. Very often there is a separate Quality Control or inspection department, which undertakes this work for most, materials. Otherwise goods are inspected by Stores to ensure that the inspection procedures laid down are carried out before materials are accepted into stock.
    • Storage and preservation involves items to be binged and kept in storage bins and impounds; as usually indicated in the yard. The location is usually indicated in the transaction card. The storage period may vary between one day and one year or more, depending upon recoupment procedures/safety stock required, etc. storage is the physical act of storing the materials. The general rule is: "A place for everything in its place". Presentation involves the maintenance, of materials to retain their quality. Quite often, temperature, humidity, dust and other factors cause deterioration of materials.

    • Materials handling involves movement and handling. This can be manual or mechanical (e.g. by use of forklifts) heavy items, dangerous or inflammable goods, and delicate merchandise have all to be handled differently.

    • Packaging : Materials dispatched to customers from the finished goods store or from one store to another at different location require to be packed. Materials required packing according to their nature and this may vary from heavy wooden crates to ordinary paper cartons.

    • Issue and Despatch is the process of receiving demands, selecting the items required and handling them over to users, or despatching them to customers.

      Stock Records are the documents which record, form day to day, full particulars of individual receipts, issues and balances of materials in stock.

      Stores accounting is the process of recording details of stock movements and balances in terms of financial value. It is sometimes undertaken by accounts department, but


    there is much to be said for it being handled by stores. In practice, it is often found that such an arrangement saves a good deal of work and duplication. It has the added advantage of making Stores personnel responsible for providing their own financial information, which they require for the purpose of inventory control

    • Inventory control is the operation of continuously arranging receipts and issues in such a way so as to ensure that stock balances in quantity and/or value are adequate to support the current rate of consumption at all times with due regard to economy. It involves the related process of provisioning, which is the means whereby instructions are given for the placing of orders to correspond with future estimated requirements. In some industrials concerns, the production control department may have a large share in provisioning, at least as far as production materials are concerned. Nevertheless this should always ultimately be the function of Stores.

      Stock-taking is the process of physical verification of the quantity and condition of goods in store

    A Stores manager ,therefore, is responsible for carrying out the following functions :


    1. Receive incoming goods
    2. Supervise unloading of material Count, tally
    3. Check for damage/shortage and prepare report
    4. Fill Goods Inward / Day Book/ Daily Collection Register
    5. Complete Vendors Consignment Note (Challan)
    6. Arrange for inspection and complete the inspection
    7. Prepare Goods Receipt Note (GRN)
    8. Prepare Goods Rejection Memo (in case of goods rejected)
    9. Send goods to stores
    10. Send other documents to respective departments
    11. Ensure all storage facilities are in proper working order e.g. check for loose racks, damaged pallets etc.
    12. Ensure goods housekeeping (i.e. check for spillage of oils, dirty walls, obstructions).
    13. Ensure all materials handling equipment are in goods condition
    14. Check and count goods before issue
    15. Make entries Bin/Kardex (stock) cards promptly
    16. Ensure Receipts and Issues are correctly documented
    17. Ensure that rules and regulations relating to physical custody and preservation of stores are followed
    18. Ensure correct accounting of stores


Read on ...more Stores topics

Inventory Control
Stores relationship with other Functions
Advantages of a Centralized Store
Responsibilities of Stores
Store Planning and Layout



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