Material Storage and Records — Bin Cards, Stock Control Cards, Stores Ledger

## Material Storage and Records

Once materials are purchased, storage control ensures quality preservation and accurate tracking.

### Storekeeper's Key Duties

• Verify quantities on receipt; arrange appropriate storage.
• Safe custody — maintain quality of materials.
• Maintain quantity records: received, issued, balance on hand.
• Initiate purchase requisitions when stock approaches re-order level.
• Stop further purchasing when stock reaches maximum level.
• Issue materials only against approved MRNs.
• Conduct periodic stock verification and reconciliation.

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### Bin Card

• Physical card attached to the bin/rack in the store.
• Maintained by the storekeeper.
• Records only quantities (received, issued, balance).
• Every transaction is posted individually as it occurs.
• Helps in on-the-spot physical vs book balance verification.
• Inter-department transfers do not appear.

Merits: Fewer errors; effective stock control; easy identification of items.

Demerits: Records dispersed over a wide area; cards get dirty/greasy; material handlers are not suited for clerical work.

### Stock Control Card

• Kept in cabinets/trays/binders in the stores office (not on the shelf).
• Records quantities only (similar to Bin Card).
• More compact; allows division of labour between record-keeping and material handling.

Merits: Compact records; allows specialised record keepers; overall stock position visible.

Demerits: Cannot compare physical stock with book balance on the spot; physical identification of items less easy.

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### Bin Card vs Stores Ledger — High-Value Comparison

### Stores Ledger

• Subsidiary ledger to the main cost ledger.
• Maintained by the Cost/Accounts Department.
• Source documents: GRNs, MRNs.
• Records both quantity and monetary value of receipts, issues, and closing stock.
• Enables valuation of closing stock and cost of materials consumed.