Warehouse and Inventory Section Eff Date:

Warehouse and Inventory Policy Rev. No.: 00

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Introduction:

Tent King Corporation inventories represent a significant investment and their monetary value is disclosed

in accounting financial statements. It is, therefore, the duty and responsibility of the Operations Department

and the Warehouse Section to closely ensure adequate and safe storing conditions, efficient warehouse

operations and complete and accurate recording of all inventory movements.

Policy:

1. Wearing of basic PPE (safety shoes, hard hat, eye protector, and safety vest) inside the stockroom is

a must

2. Maintain tight control over what goes into warehouse

3. Maintain the approved stock levels of raw materials

4. Keep warehouse in order

5. Keep accurate account of inventory movements and balance

6. Provide the ability to rapidly deliver goods requested

7. Maintain complete and accurate records of the inventory situation (physical, reserved, buffer, on

hand, distribution, contingency, temporary and in transit inventories)

8. Publish a list of furniture and equipment available for use

9. Maximize the effectiveness of warehouse space and enhance utilization

10. No one is allowed to access the stockroom aside from the authorized personnel

11. During inventory, stockroom should be closed

12. Scrap materials should be recorded and monitored properly

13. Unused and excess in raw materials must be return to warehouse and recorded on logbook

14. Material Requestion Form should be submitted with complete attachments (specification and layout)

before the start of manufacturing date

15. Additional materials that are not included in the MRF should seek approval from immediate head and

accounting before releasing.

16. Turnover of stock procedure requiring first receipts to be issued/used first, FIFO.
 Warehouse and Inventory Section Eff Date:

Definition of Terms Rev. No.: 00

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Definition of Terms:

Personal Protective Equipment Commonly referred to as “PPE”, is equipment worn to

minimize exposure to a variety of hazards

Inventory The goods available for sale and raw materials used to produce
goods available for sale

Inventory turnover A financial ratio showing how many times a company has sold
and replaced inventory during a given period

Inventory control To maintain the stock of goods as low as possible but at the
same time make them available as and when required

Stock level The level of stock required for an efficient and effective control
of goods, to avoid over-and under-stocking of goods

First in First out (FIFO) Valuation method in which the assets produced or acquired first
are sold, used, or disposed of first

Material Requisition Form (MRF)
Is a standard TKC document used to request materials. It is the
base document before releasing any raw materials from the
stockroom. It is the responsibility of Production Section to
ensure that the MRF is properly filled in, signed and with
complete attachments before sending it to the Warehouse

Count tag A non-standard TKC document used to physical inventory

counts that are an essential part of keeping inventory records
accurate and current

Stock card Is a standard TKC document which records all stock

movements and which allows to compare the stock balance on
record with the actual physical stock present. It should be
continuously updated by the warehouse and maintained in the
warehouse area
 Warehouse and Inventory Section Eff Date:
Incoming and Outgoing Process Rev. No.: 00

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Confirmed Project(s)

Received the Material Requisition Form, with

attached final specifications for verification from
Production Section

Quantify and check the stocks if sufficient based

on the tabulated data in Inventory Monitoring
Sheet

NO Notify the requestor and immediate head of the

Stocks are sufficient insufficiency

YES

Approval of the MRF Prepare and submit right away the Request Form,
with photocopy of MRF, and current stock
monitoring to Purchasing Section
Prepare all the needed materials based on the
submitted MRF
Once received and checked by Purchasing forward the
request to Accounting Department for approval and budget
Release all the materials to Production Section preparation

Receiver must check the materials before signing Purchase the requested materials
the receiving part in the MRF

Products arrives in the Warehouse

Consolidate all the records (logbook and

MRF)
Receive, quantify, and check and validate the quality of
incoming materials

Tally the received and released based on the

logbook
Escalate to Immediate Head and Purchasing Section for
discrepancy on quantity and quality of received materials

Tabulate all the data in the excel monitoring

Validate Quality of Materials

Record all the received materials on the logbook

Consolidate all the records (logbook and MRF)

Tally the received and released based on the logbook

Tabulate all the data in the excel monitoring

 Warehouse and Inventory Section Eff Date:
Inventory Count Process Rev. No.: 00

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Actual Inventory Count

Assign counter and verifier

Issue count tag with complete count tag number to the assigned
counter

Perform actual counting of all the materials inside the Warehouse

Record the counted materials in the count tag

Verify the accounted number

Once verified, both counter and verifier will sign the count tag

Submit the count tag to Operations Supervisor

Encode the data in the excel

If the cost variance exceeds +/-3%, counter and verifier will redo
the counting

Record the result in the same count tag

Submit the count tag to Accounting Dept

If the cost variance exceeds +/-3%, a meeting will be held,

together with WH personnel, counter, verifier, production, TK
Mngt Rep. to understand this variance

Record the final result in excel

Submit to Accounting Dept the result of inventory count

WH personnel to submit explanation letter to TK Mngt of the

variance result
Warehouse and Inventory Section Eff Date:
Material Requestion Form Rev. No.: 00

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Warehouse and Inventory Section Eff Date:
Count Tag Rev. No.: 00

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Warehouse and Inventory Section Eff Date:
Stock Card Rev. No.: 00

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 Warehouse and Inventory Section Eff Date:

Job Description Rev. No.: 00

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Warehouse and Inventory Coordinator

Reports to:

The Warehouse and Inventory Coordinator will report to Sr. Operations Supervisor

Summary of Position:

This position is accountable for monitoring and controlling warehouse inventory, annual physical
counts, requisition, replenish and seeking alternative sources and materials, when necessary,
Coordinate the activities and operations of the warehouse by overseeing, directing the movement of
supplies, products and merchandise into and out of the warehouse. Organizes and leads staff in
conducting periodic inventory counts, adjusts quantities and locations, records and reports
discrepancies to management

Duties and Responsibilities:

 Follow quality service standards and comply with procedures, rules and regulation
 Manages warehouse inventory and maintains database.
 Receive, unload, label and place incoming inventory items appropriately and report any discrepancies
 Inspect products for defects and damages to ensure all ordered material meets quality standards
 Check, verify and fill material requests from production section and other departments
 Confirms availability of items to be distributed by verifying inventory records or conducting
inventories of required items.
 Allocate and organize storage locations according to requirements
 Monitors inventory by completing counts as required.
 Documents actions by completing forms, reports, logs, and records; update and maintain databases
 Verifies product inventory reports by comparing logs and reports; adjusting entries; resolve any
discrepancies between paperwork and inventory received
 Oversee and assist with the loading and unloading of deliveries and assign delivery/pickup stations
 Identify potential inventory shortages and communicate with relevant department; coordinate the
purchase of new inventory and process returns if necessary
 Communicate effectively and cooperate with supervisors and coworkers
 Contribute ideas on ways to improve or optimize warehousing procedures
 Assist in forecasting to plan future orders
 Ensure that safety practices and policies are followed at all times for their own safety and the safety
of others who may be coming into or going out of the warehouse.
 Performs other related duties as directed.