TRAINING MANUAL FOR UNION STORE KEEPERS

A) Introduction
Virtually every organization finds it necessary to hold
‘stocks’ (or ‘inventory’) of various items and materials.
 
The NWCA Ltd structure is a produce cooperative and
as such stocking of goods is an essential part of her
activities.
 
Our principal stock items include Arabica & Robusta
Coffee and Cocoa at different stages of processing.
 TRAINING MANUAL FOR UNION STORE KEEPERS

B) Definition of Terms- Stock, Store, Storekeeper, Stock Management

Stocks are goods either as raw materials or finished goods held either on temporal or
permanent basis by an organization for usage or for resale
Stocks are non cash current assets of the cooperative which are converted to cash
when sold. They constitute a major current asset of a produce cooperative.
Stock quantities, qualities and cash values can be increased, maintained or reduced
based on the way stocks are handled.

A Store is an area set aside into which all the items and materials required for
production and/or for sale/distribution are received, where they are housed for
safekeeping, and from which they will be issued as required.
 
Store keepers are keepers of the stores and the stocks within the stores. They are the
store bookkeepers and the store accountants
Stock management is the practice of ordering, receiving, stacking, storing, tracking
and controlling of stocks or inventory.
 TRAINING MANUAL FOR UNION STORE KEEPERS
C) Responsibilities of a Store Keeper

The Store Keeper’s duties and responsibilities among others

include:
1) Reception of Stocks
2) Recording of Stocks
3) Maintaining stock records of items in the store
4) Record the movement of stocks
5) Ensure proper layout of the warehouse for easy access and
stock taking
6) Check, count and control stocks for accuracy
7) Ensure the safekeeping of stocks and
8) Report the situation of stocks quantity and quality
 TRAINING MANUAL FOR UNION STORE KEEPERS
D) The Importance of Efficient Stores Management
1) All the possessions of an enterprise - that is, what it owns - are
called its ‘assets’. Frequently the value of the stocks of goods and/or
materials held in cooperative store is as great as - if not greater than
the total value of all its other assets - e.g. land and/or buildings,
plant, machinery, motor vehicles, equipment, etc.,
 
2) The items and/or materials in the Store cost money; if, through
bad Stores Management, there are too many held in the Store or if
the wrong items or materials are being held, money will be “tied up”
in the form of stocks
 
3) If items in the Store are lost, stolen or damaged in any way, the
enterprise loses money.
 TRAINING MANUAL FOR UNION STORE KEEPERS
E) What is involved in Storekeeping
Storekeeping covers the actual handling of the items or materials
received into the store, held in the store and issued from the
Store. The work involves:
1) Receiving items and materials, including the inspection of
them;
2) Storing the various stock items in the most appropriate manner
3) Placing them in such a way that any item or material in the
Store can be located quickly and easily when it is required;
4) Ensuring the safety of all items and materials whilst in the Store
- that is, protecting them from theft, damage and deterioration;
5) Ensuring, when necessary, that items issued from the Store are
so packed that they will not be damaged or caused to deteriorate
whilst in transit to their destinations.
 TRAINING MANUAL FOR UNION STORE KEEPERS
F) What is involved in Stock Control ( ‘Inventory Control’?)
 Stock control comprises mainly the clerical and administrative functions of
stores work. It involves:
1) Ensuring that the right types, quantities and qualities of coffee needed for
processing, sales or transportation are always available when required;
2) Ensuring that coffee stock is issued in the correct sequence, that is, “first in
first out”, so that “older” stock is not allowed to deteriorate by being kept too
long in the Store
3) Maintaining records showing the “movement” of items into and out of the
Store, controlling and monitoring those movements and maintaining full
records of the items in the Store;
4) Ensuring that the correct “stock levels” of the various items are set and are
maintained;
5) Checking, counting or otherwise measuring stock to ensure that records are
accurate and that no losses are occurring due to theft, damage or poor storage;
6) Pricing and valuing the items in the Store.
 TRAINING MANUAL FOR UNION STORE KEEPERS
G) Stock Management Document
Books of original entry/Source Documents
1) Cash Receipts
2) Arabica Produce Receipt
3) Robusta Produce Receipt
4) Payment vouchers
5) Produce Purchase Payment Voucher
6) Debit Note
7) Credit Note
8) Way bill
9) Consignment Note
 
Journals and Ledgers
1) Gate Register
2) Acceptance Register
3) Produce Purchase Book
4) Cash Ledger/Book
5) Mill Records/Register
6) Slab Register
7) Evacuation Records/Register