DEPARTMENT OF TECHNICAL EDUCATION

ANDHRA PRADESH
Name : Dr. K.V.Subbarao
Designation : Head of Section
Branch : CCP
Institute : Govt. Poly.for Women, Palamaner
Year/Semester : III Semester
Subject : Office Organisation
Subject Code : CCP-304
Topic : Office Stationery
Duration : 50 minutes
Sub Topic : Issue, control and Consumption of
stationery
Teaching Aids : PowerPoint, Animation and Pictures

CCP304. 33 TO 34 1
Objectives

On completion of this period, you would be able

to:

 List the various methods of procuring

stationery
 Explain the issue of stationery
 Explain methods of controlling stationery

CCP304. 33 TO 34 2
Recap:

You have so far learnt about:

 Definition of Stationery
 Importance of stationery
 Various types of stationery used in an office

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How do you make purchases?

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Ways of procuring stationery

 By Direct Purchase
 By Calling Quotations
 By tender notification

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Direct Purchases

 Useful when the quantity is small

 When the item is unique
 Price is not bargainable
 Price is not comparable

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By calling quotations

 A comparable price obtained

 The product specification is
known
 Quantity to be purchased is
considerably large
 Choice of firms is still limited
 Chance for bias and
favoritism

CCP304. 33 TO 34 7
 By Inviting Tenders

 Number of participants
 Highly competitive price
 Useful when the quantity to
be procured is large
 Costs of procurement lower
than the benefits
 No chance for bias

CCP304. 33 TO 34 8
Issue & Control of Stationery
 A requisition from the concerned
 Requisition should signed only by the authorised
person
 Issue of items according to the need at specified
time

CCP304. 33 TO 34 9
Issue & Control of Stationery
(contd…)

 Obtain Indent for the items issued

 Maintenance of Stock Registers i.e. record the
issues
 Make arrangements for further purchase when
stock level reaches minimum

CCP304. 33 TO 34 10
 Requisition

 Anticipated requirement for a specific period

 Justification for the requirements
 Evaluation of the requisition by expert
committee

CCP304. 33 TO 34 11
Indent
 Indent to be given at the time of actual drawing
 Indent No. and Date
 Indicates Quantity drawn, Purpose and the
Indenting Officer’s signature.
 Indentor’s Stock Register Folio No.
 Record the issues in the stock register after issue
of the stationery items to the indenting staff

CCP304. 33 TO 34 12
CCP304. 33 TO 34 13
Consumption of stationery

 The staff must be advised not to waste any

stationery items
 They must be advised not to stock too-much in
their desks
 Since most of the stationery items are also useful
at home, efforts may be made to see that the
stationery is not taken away
 Regulation of consumption is very essential

CCP304. 33 TO 34 14
Procedure For Controlling
Use Of Stationery
 The responsibility of proper consumption must be
placed on those who sign the requisition

 While issuing stock, scrutinize the requirements

and see that no excessive use of stationery

CCP304. 33 TO 34 15
Procedure For Controlling
Use Of Stationery (contd…)
 Supplies to each department are assessed
separately so that it is known who is consuming
more
 Stock should be verified to know what is not being
used
 Physical stock verification at regular intervals is
necessary

CCP304. 33 TO 34 16
Periodical Stock Verification

 To ensure that there is no excess stock at any point

 Verification of physical stock with the stock register
 Judicious assessment of the next year’s requirement
 Avoiding wastage/pilferage

CCP304. 33 TO 34 17
Summary

 Obtain Requisition
 Evaluate the requisition
 Procure the items by a prudent procedure
 Issue the articles on an indent
 Enter the same in a Stock Register
 Periodical verification of stock and the stock
registers

CCP304. 33 TO 34 18
Quiz
1. Highly competitive price is obtained by _____.

b) Direct Purchasing
c) Quotations
d) Tendering
e) None of the above

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 Contd….

1. The items after issue are entered in Indent Book.

TRUE / FALSE

Answer FALSE

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Frequently Asked Question

1. Explain the procedure for issue of stationery

items.
2. Explain how judiciously stationery can be used
in an office.
3. Explain the measures to avoid wastage of
stationery in the office.

CCP304. 33 TO 34 21