There are a number of documents used in a stores department. The most important of these are:
This form is a document that shows the materials which are required to complete specific jobs. The materials should be monitored and re-ordered when levels become low. This form is sent to the purchases department and is effectively an internal purchase order.
A purchase order is prepared by the purchase department, but has its origins in the stores department. This shows the materials that the company is ordering, and includes the volume of materials, as well as the delivery details expected and the value of the materials that are being ordered.
The goods received note is the document that shows the materials that have been received from the supplier. This is vital, as it compares the ordered stock, with the stock that is received.
The stores department uses the inspection note, once the goods have been received. The quality of the goods is inspected and any goods that are faulty or not able to be used are recorded on this note. The note is then passed onto the accounts department so that they can request a credit note for the faulty goods.
The materials returns note is the document that shows the materials that are due to be returned, due to them being faulty or not able to be used. This document is passed from the production department to the stores department.
The stores ledger is the document that shows the materials that have been received, and also includes the outstanding items of an order, together with the costs of the materials.
