Stock Register
A Stock Register is a very important document in FTF(Farogh e Taleem Fund) record-keeping, used to record and manage inventory of various items, such as stationery, office supplies, plants and other materials. Stock is always of two categories:
- Purchased by head teacher: This type of items are purchase upon need created and for school betterment. It is made almost every month and continues. It has two main categories.
- Consumable Stock: The items that will be consumed in school or finish in short time like stationary items, white wash, repairing materials etc.
- Non-Consumable stock: The items that will continue to be used for a long time like water pipe, motor pump,furniture of school and other usable.
- Provided by Govt: This type of inventory is provided by the Government. It is provided mostly when new school building is built or schools start some specific program announced and manged by government. It is received rarely whenever is scheduled by government.
Here's a suggested format for Consumable and Non-Consumable Stock Register: both registers are maintained in the same way.
First of all before starting any register, it is numbered on pages and a certificate is written by the head of school that this register contains __ pages.
Then on the next page or sometimes on the same page year is mentioned. Means for which year it is used as registers continue mostly for more than one year. Its always maintained for financial year that starts from July to June.
When a register for stock is maintained, first of all a list of purchased items is created. Every item purchased is written in the list and against that item a serial number and a page number is entered. The purpose of this list is indexing the items so that details of any item may be found at that page. This serial number and page number is also mentioned on the receipts pasted in the receipts file. Thus finding any item from the receipt register is easy. From receipt it is made clear that stock entry is made at entry number __ and page number __.
Here's the details of items format:
Date: Date of item purchased is written. This date must be the same as on receipt and on cashbook.
Previous: It is usually nil because new items are purchased only when previous are finished.
Quantity: Here quantity of item with unit is written.
Per Item Cost: Write cost of single item.
Cost: Total cost of the items purchased is written here.
Source of Income: In this column Source of income ie. FTF is written.
Total: Then total amount of item available in store or stock. It is usually equal to the new purchased item as previous always nil.
Note: Each item purchased is issued to a specific teacher or committee which will use items in school.
Quantity: Here total quantity purchased is written as mostly all the items are issued to the committee or teacher responsible.
Name of recipient: Here name of the person whom item being issued is written with designation.
Signatures of recipient: Signatures of the personnel whom items being issued is written.
Remaining: As all quantity is just issued to the personnel not used in school so here total quantity of item purchased is written.
Signatures in-charge: Stock in-charge will sign in this column against every item.
Signature Officer: Here signature of school head is made.
Remarks: Any remarks about the item used is written.
Note: This is the first row entered till now,another row is written to make sure the usage of the item purchased and issued in first row. Items may be used once all or as per need. So here could be more than one row for its usage.
Usage Row: In this row date may be the same as above row or the next or any other, then amount which was set to nil in above row is now set to quantity purchased or usage accordingly. Then all the fields the same as above row and then at the end before signature of in-charge is the column "remaining", here it is nil when all the items purchased and issued have been utilized in school. At the end enter remarks or status of the item.
Tags
FTF