Stores Documentation

STORE DOCUMENTATION

Introduction

·       Stores documentation refers to the systematic preparation, maintenance, and preservation of records relating to the movement, storage, and consumption of materials.

·       Proper documentation ensures accountability, transparency, stock control, audit compliance, and prevention of pilferage.

·       It includes

·        Ensuring accurate stock records (receipts, issues, balances).

·        Providing a basis for planning and purchasing.

·        Facilitating internal and external audits.

·        Reducing discrepancies, shortages, and overstocking.

·        Aiding in budgetary control and cost analysis.

Types of Store Documents

1. Invoice

• Definition: A commercial document issued by the supplier/vendor to the hospital, showing details of goods supplied, quantity, price, taxes, and total payable.
• Contents:
• Name & address of supplier and buyer
• Invoice number and date
• Description of items supplied
• Quantity, unit rate, and total value
• GST/Tax details
• Terms of delivery and payment
• Uses in hospital stores:
• Acts as a legal proof of purchase.
• Helps in cross-checking items received vs. purchase order.
• Basis for payment to supplier after verification.

2. Bin Card

• Definition: A small card kept at the storage bin/shelf/drawer, recording all receipts, issues, and balance of a particular item.
• Features:
• Maintained at the storage location (physical control).
• Updated by the storekeeper immediately after each transaction.
• Contents:
• Item name, code number, unit of measurement
• Maximum, minimum, and reorder level
• Date, receipts, issues, balance
• Advantages:
• Ensures real-time stock balance visibility.
• Prevents stock-out and overstocking.
• Useful for verification during physical stock-taking.
• Limitations: Errors may occur if not updated promptly.

3. Stock Card

• Definition: A card that maintains a record of the quantity and value of each item of stores.
• Difference from Bin Card:
• Bin card = records quantities only.
• Stock card = records quantities + values.
• Contents:
• Item description, code, unit
• Date, receipts, issues, balance (both in quantity and value)
• Supplier details
• Importance:
• Helps in valuation of stock.
• Provides cost data for accounting and auditing.
• Used in monthly reconciliation with accounts department.

4. Receipt Book

• Definition: A bound register used for recording details of goods received in the store.
• Contents:
• Receipt number and date
• Supplier name and invoice details
• Purchase order number
• Description of goods received
• Quantity received, checked, and verified
• Condition of items received (good/damaged/expired)
• Functions:
• Acts as evidence of receipt of goods.
• Ensures cross-verification with purchase order and invoice.
• Forms basis for entry in stock ledger/bin card.

5. Stores Ledger

• Definition: A permanent record maintained in the stores/accounts office showing complete stock position of each item in terms of receipts, issues, and balance along with financial values.
• Maintained by: Accounts/finance department in coordination with the storekeeper.
• Contents:
• Item name, code, unit
• Date-wise record of receipts, issues, and balances
• Source of supply & issue requisition reference
• Rate and total value of transactions
• Purpose:
• Provides overall stock control & valuation.
• Assists in financial planning, budgeting, and auditing.
• Ensures reconciliation between physical and book balance.

6. Day Book

• Definition: A daily record of all transactions carried out by the store (both receipts and issues).
• Contents:
• Date-wise entry of all goods received and issued
• Voucher/reference number
• Quantity received/issued
• Balance carried forward
• Importance:
• Provides a daily summary of store activities.
• Helps in internal monitoring and control.
• Useful for cross-checking with receipt book and ledger.

7. Kardex System

• Definition: A mechanical card-filing system used in stores to maintain stock records, usually kept in a steel cabinet (Kardex cabinet).
• Features:
• Each item has a separate card.
• Cards are filed systematically for easy reference.
• Record includes receipts, issues, balances, reorder level.
• Advantages:
• Provides a centralized and organized stock record.
• Saves time in retrieving stock information.
• Helps in controlling large inventories efficiently.
• Limitations:
• Manual in nature (before computerization).
• Prone to errors if not updated promptly.
• Modern Practice: Replaced by computerized inventory management systems (ERP, HMIS, SAP).

Comparison of Major Store Documents

Document	Maintained By	Focus	Records		Purpose
Invoice	Supplier/Accounts	Purchase details	Items supplied with price		Proof of transaction, payment
Bin Card	Storekeeper	Quantity	Receipts, issues, balance (quantity only)		Physical stock control
Stock Card	Storekeeper	Quantity & Value	Receipts, issues, balances (qty + cost)		Valuation & costing
Receipt Book	Storekeeper	Goods received	Invoice details, qty received, condition		Proof of receipt
Stores Ledger	Accounts/Stores	Quantity & Value	Complete record of stock		Audit, budget, valuation
Day Book	Storekeeper	Daily transactions	Receipts & issues summary		Daily monitoring
Kardex	Storekeeper	Organized stock record	Item-wise cards		Quick reference & control

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