## Store Keeper: Duties & Methods of Recording Stores
### Duties of a Store Keeper
1. General control: Verify physical quantities against GRN; ensure proper storage location.
2. Safe custody: Ensure material quality remains intact.
3. Record maintenance: Maintain records of quantity received, issued, and balance in hand.
4. Initiate purchase requisition: Raise PR when stock hits reorder level.
5. Maintain adequate stock levels: Prevent production interruptions.
6. Issue materials: Only against MRN approved by competent authority; also cross-reference BOM.
7. Stock verification & reconciliation: Verify book balances against physical stock to check pilferage/deviations.
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## Methods of Recording Stores
### 1. Bin Card
- A card tied outside each bin (almirah/box/container).
- Records: quantities received, issued, returned, and in hand.
- Also shows: max level, min level, reorder level, material code.
- Separate bin and card for each material item.
- Also called: Stock Card.
- Written by the person handling material (not a clerk).
### 2. Stock Control Card (SCC)
- Maintained by the Stores Department for every item.
- Records: receipt, issue, return, balance in hand, and material on order.
- Records quantity only.
- Kept at one centralised place (cabinets/trays/binders).
- Written by a person engaged solely in clerical work.
### Bin Card vs Stock Control Card
| Parameter | Bin Card | Stock Control Card |
|---|---|---|
| Materials on order | NOT shown | Shown |
| Location | Outside each bin | One centralised place |
| Written by | Person handling material | Dedicated clerical staff |
| Condition | Prone to dirt/grease | Kept neat and clean |
| Physical ID of item | Easy | Not easy |
### 3. Stores Ledger
- A subsidiary ledger maintained by the Costing Department.
- Separate account for each material item.
- Records both quantity AND cost of materials received, issued, returned, and in hand.
- Uses computers; records inter-department transfers.
- Posting done at periodic intervals (not instantly like Bin Card).
### Bin Card vs Stores Ledger
| Parameter | Bin Card | Stores Ledger |
|---|---|---|
| Maintained by | Store keeper (Stores Dept.) | Costing Department |
| Records | Quantity only | Quantity AND cost |
| Posting | Instant (each transaction) | Periodic (summarised) |
| Inter-dept. transfer | Not recorded | Recorded |
### Advantages & Disadvantages Summary
Bin Card
- ✓ Entries made at time of receipt/issue; instant comparison with physical stock.
- ✗ Records spread over wide area; gets dirty; clerical work done by material handler.
Stock Control Card
- ✓ Centralised; neat; managed by dedicated clerks; overall stock position without moving around.
- ✗ On-spot physical comparison not possible; physical ID of items is difficult.
Stores Ledger
- ✓ Work distributed among clerks; centralised for multi-depot firms; mechanically testable; cost-effective.
- ✗ Not real-time; posting is periodic.