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Introduction Stores are operated
within the following areas of the university:
- Physical Sciences;
- Flinders Medical Centre;
- Biology;
- Communication Services;
- Maintenance.
These are distinct from the various commercial operations
of the university.
The number and nature of stocklines held varies from store
to store.
These procedures relate only to managing the non-commercial
stores.
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Principle Each store will be effectively
and efficiently managed to ensure that:
- there is an accurate and up to date list of the stock
held, indicating stock levels and price;
- high demand items are available with minimum delay and
at a competitive price;
- appropriate data is available for all stocked items (in
particular Material Safety Data Sheets);
- stock items will be maintained at optimum levels, to minimise
supply delays, whilst minimising the investment of funds
;
- materials are stored safely and securely;
- stock items are available to approved users;
- reserved and restricted items are available to authorised
users;
- users are provided with timely and accurate information
of store transactions.
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Procedure 7.1.1 Purchasing stock
Purchasing of stock will be undertaken by officers responsible
for each store. Procedures for purchasing are outlined in
sections 7.4.1 and 7.4.2. |
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7.1.2 Receiving stock Receipts of
stock will be undertaken by stores personnel at the respective
store. Procedures for receipting are outlined in section 5.4.3. |
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7.1.3 Issue of stock 7.1.3.1
Common use stock lines will be available in most stores.
7.1.3.2 Specialised stock lines will be available only
from specific stores.
7.1.3.3 Access to information on the physical location
of stock will be available in all stores.
7.1.3.4 Issues from store will be charged at catalogue
price to the respective cost centre at the time of issue.
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7.1.4 Stock catalogue
- A catalogue of stock and non-stock items will be maintained
and updated on a regular basis.
- Access to catalogue information will be via screen access
to the Flinders Finance System inventory.
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7.1.5 Stocktakes 7.1.5.1
Stocktakes will be carried out in each store using a cyclic
count system.
7.1.5.2 A small number of items will be counted each week
to ensure that all stock is counted at least once each year.
7.1.5.3 A list of items to be counted will be produced
by the Cycle Count function of Flinders Finance System module.
7.1.5.4 The Stores Supervisor will carry out the duties
of the stocktaking supervisor or where there is no stores
supervisor the Faculty Resource Officer will assume the
supervisory role.
7.1.5.5 Stock sheets
- Stock sheets will be produced by the Cycle Count function
of Flinders Finance System and will list the items to
be counted in the current counting cycle.
- The stock sheets to be used will be pre-numbered and
issued by the Store Supervisor.
- Each sheet will be divided into four columns as follows:
- stock item number;
- description;
- first count total;
- check total.
- The bottom of each sheet will be signed by the staff
member carrying out the count and the Stores Supervisor.
- There will be one set of stock sheets for each store.
- The sheets will be used for the actual count, checking
and recording of comments.
7.1.5.6 Stock movements
- There will be NO stock movements during the cycle count
for those items being counted.
- Goods received during the count will be tagged and held
separately from stock lines and the stocktaking team will
be advised.
7.1.5.7 Counting procedures
- Stock will be counted as per the issue unit, eg. EA,
PKT, BOX, as shown on the stock sheets.
- The quantity counted will be entered against the item
number on the stock sheet, in the column marked count.
- Details of damaged or obsolete items will be clearly
marked on the stock sheets.
- The counting teams will not have access to the computer
database prior to completing the initial count.
- Immediately after the count a comparison of items counted
and stock level recorded in the computer database will
be carried out.
- Where there is a difference the stock item will be recounted.
- If a difference still exists after recount the item
will be entered on a stock adjustment schedule for review
by the Stores Supervisor.
- The Stores Supervisor or his nominee will randomly select
items from both the stock sheets and the physical locations
for checking.
- Each check will be carried out thoroughly and the details
recorded on the stock sheet which will be signed by the
staff member who did the original count, and the Stores
Supervisor.
- The stock sheets will be sequence checked to ensure
none are missing and reviewed to ensure that they have
all been signed by the counting and checking teams.
7.1.5.8 Post-stocktake
- The stock adjustment schedule will be totalled. The
total balance for write-off will be authorised by the
Executive Director of Administration.
- The stocktake documents will be filed by the Stores
Supervisor.
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7.1.6 Obsolete and redundant stocks
7.1.6.1 Stock holdings will be reviewed on
a regular basis and a report on slow moving items produced
by the Stores Supervisor/Resources Officer for the Faculty
General Manager who will decide whether or not items are redundant
or obsolete.
7.1.6.2 Stock replenishments and levels of stock
will be reviewed, monitored and modified on an ongoing basis
where appropriate.
7.1.6.3 Each quarter a schedule of items considered
to be obsolete or redundant will be forwarded to the Director,
Financial Services with a recommendation for write
off and disposal.
7.1.6.4 If the Director, Financial
Services is satisfied that the items are no longer
required authority will be sought from the Director Administration
for the write off.
7.1.6.5 The items will be disposed of in accordance
with the procedures for disposal of assets, section 9.
7.1.6.6 The items will be adjusted in the catalogue.
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