HITACHI PLANT TECHNOLOGIES (PVT) LTD

BASIC INDUSTRIAL TRAINING

CHAPTER 19

STORES
MANAGEMENT

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INSTITUTE OF ENGINEERING TECHNOLOGY, KATUNAYAKE

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BASIC INDUSTRIAL TRAINING

19.1 INTRODUCTION
In the construction project Store management is a very important part. Therefore store keeper
is big character in a project. He is responsible for materials & equipment in the site. Proper
store management led project to a profitable one. Materials & equipments are the major part
in any construction. Any material or equipment break down led to stop the work in site. They
have to protect all the things in store. To do that job properly they maintain the following
records

19.2 STORE MANAGEMENT

For every item use for the site work is issued through the stores and records are kept
in separate books for each item. Following note books are used to keep the notes of goods
when items are received to the store, issue by the store and receive back to the store after
using, it is the responsibility of the store keeper to maintain stock books and notes clearly up
to date and every note should be signed by a authorized person.

The storekeeper plays a major role in construction site. He handles

all materials, tools, equipment, which is, required daily. The following are
books, which are mentioned by the storekeeper.
Associated notes with the store
G.R.N.- Good Received Notes
D.N

- Dispatch Notes

T.N.

- Transfer Notes

D.A.

- Delivery Advises

Req.N - Requesting Notes

Bin Cards
Gate Passes

19.3 Store documents

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INSTITUTE OF ENGINEERING TECHNOLOGY, KATUNAYAKE

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BASIC INDUSTRIAL TRAINING

There are important stationary can be shown in stores, to any purposes. There are the
small descriptions of these documents as follows.

Material issue
Except in case of sand and metal issue of stocks to the site
personnel will be on the basis of an issue note signed by a site supervisor or site
manager. The issue not will be serially numbered and will be raised issue book.
In the case of sand and metal at the end of each day site keeper roughly
estimates the quantity consumed for that day and issue in material issue book.
19.3.1 Material Requisition Note (MRN)
We have to bring materials from head office to supply the requirement of the site.that
document is known as MRN. There are two types of MRN those are direct & indirect. All the
materials for construction are going through direct MRN other things like safety helmets;
boots are going through indirect MRN.
To supply the requirement of the site issues we want to request it for head office .This
document is known as material requisition note. It can be dividing in to two parts.
Direct MRN
Indirect MRN

19.3.2Request order
For request any material to the site storekeeper must be informing it through
request order.
19.3.3Dispatch note
When tools, equipments and material issue from main stores it is probably issued with a
dispatch note. Dispatch -Issued from Madapatha ICC complex

19.3.4 Invoices

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INSTITUTE OF ENGINEERING TECHNOLOGY, KATUNAYAKE

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BASIC INDUSTRIAL TRAINING

When a supplier directly supplies goods to the site he will produce a copy of an invoice
raised by him. The invoices are filed and sent to head office for billing. The details are used
to update a book of receipts as well as weekly material progress reports.

19.3.5 Good Received Note (GRN)

When the requested materials are supplied to the site, the store prepares the Good Receive
Note by checking the quantity received. Technical officers should check the quality of the
goods received. The final approval must be given by any appointed officer in charge. GRN is
raised in four copies to be distributed as follows.
Blue copy To Head office
White copy To supplier
Yellow copy To Q/S department in the site
Book copy - Retained in the stores

White copies signed by the store keepers should be handed over to the person who
brings the goods. The person in turn will hand over these copies to the A/C Dept. The yellow
copy should be handed over to the site quantity surveyor and the blue should be sent to the
A/C Dept.
When suppliers bring materials of goods directly to the main stores/site stores store
keeper should issue GRN the yellow copy attached to the suppliers chart chit should be send
to the purchasing dept.Separatly to white copy should be given to the supplier to enable him
to collect payments.

The site stock keeper furnishes a weekly stock moment and a

statement of GRN usage to finance work. Addition to these books like material
requisition, material purchase requisitions which comply with materials. For
equipment there are so many notes conducted by the yard administrator. They
are equipment register, Equipment purchase Authorization, Equipment
Requisition, Equipment Transfer Note etc.
Tool book all issues of tools are authorized in writing through a tools issues
note. They are memories, shovels, concrete pans, water pumps, poker vibrator,
etc.
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INSTITUTE OF ENGINEERING TECHNOLOGY, KATUNAYAKE

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BASIC INDUSTRIAL TRAINING

19.3.6 Transfer Note

When the machine tools or plants transferring to another site or Madapatha ICC complex
(for repairing) this note is provided It is divide in to two parts
Transfer Note to machinery
Transfer Note to scaffolding
These notes should be signed project manager store keeper & security officer

19.3.7 Gate Pass

A gate pass is raised every time a site vehicle goes out of the site. This is issued by a
storekeeper and sign by an engineer. At the gate it is sign by security officer. There are two
types of gate passes. One is returnable gate passes issue for tools, plant and equipment and
non returnable gate passes for materials etc.

For all materials which transferred from site to another place gate pass should be signed
project manager store keeper & security officer

Returnable Items Gate pass

This gate pass is issued materials which were return to the site such as Gas cylinders.

19.3.8 Bin Card

This is maintained in the stores to record the movements of the stock level of all the items. A
bin card is maintained for each item in the site. The purpose of a bin card is to record the
receipts and issues and the stock level of the item at any moment can readily be found from
this. The updating of this is done using the entries of the material issues book.
All items in the stores must be separately identified & categorized by the store
keeper .These items must be stores in a way that given the easy access to each item. Store
keeper must maintain a bin card for each and every item in the stores. The issue of a materials
NATIONAL DIPLOMA IN ENGINEERING SCIENCES
INSTITUTE OF ENGINEERING TECHNOLOGY, KATUNAYAKE

HITACHI PLANT TECHNOLOGIES (PVT) LTD

BASIC INDUSTRIAL TRAINING

must be recorded in the issues side of the bin card at the correct date the correct remaining
balance of that item for day should be shown in the bin card When items are received again it
must be recorded in the receipt side of the bin card and the balance of the material should be
carried forward
Normally all payments should be issued from head office to the direct suppliers for
this reason. Please ensure that the account department copy of GRN & DNS are sent to head
office in every three days.
At the end of the month all store keepers must send the following weekly/monthly
statements to the account department.

19.4 STORAGE OF MATERIALS

They have to maintain correct storage level of materials. If there will be a special task in
near future, they order special materials and equipment in advance. Material should be
stored in such a manner that they are easily accessible, not subjected to environmental
damages and would not obstruct the site traffic. Every rack is labeled and tools are
hanging in appropriate place. Due to that reason store keeper can identify if there is
missing of any tool. Materials that can not store in side the store must be store properly.
Storage of Aggregates
Fine aggregates and coarse aggregates store in a clean firm base to ensure that foreign matter
are not included when extracting materials.
Storage of cement
Cement bags are stored under cover. That area should have a sound, dry floor. Stock the bags
away from the walls and didnt pile them more than 5m.
Storage of Bricks and blocks
Bricks and blocks must stock in a level and well-drained surface. Brick stacks should be
covered with tarpaulin and polythene sheets adequately secured to prevent dislodgement.
Storage of Timber
Timber must be stored in such a manner that its moisture content remained fairly constant. In
our site there was a hut to place the timber. fly wood were stack in side the store.

NATIONAL DIPLOMA IN ENGINEERING SCIENCES

INSTITUTE OF ENGINEERING TECHNOLOGY, KATUNAYAKE

HITACHI PLANT TECHNOLOGIES (PVT) LTD

BASIC INDUSTRIAL TRAINING

NATIONAL DIPLOMA IN ENGINEERING SCIENCES

INSTITUTE OF ENGINEERING TECHNOLOGY, KATUNAYAKE