the municipal secretary desktop reference manual - Southwestern ...

Step One - Inventory Records
This procedure is concerned with providing an effective way to control and account for
supplies and materials. An inventory control card which can be used for these purposes is appended
(Exhibit One).
Step Two - Control and Reorder of Supplies
Step Two details when materials should be reordered and in what quantities. The objectives
are to avoid an oversupply of materials or being out of stock of necessary supplies.
Step Three - Receipt of Materials and Supplies
The purpose of the third step is to account for supplies which have been received. This is
done by making appropriate entries on the perpetual inventory control cards.
Step Four - Insurance of Supplies and Materials
Step Four sets forth the procedure to be followed when departments request materials and
supplies from the stores. To facilitate the proper control of and accounting for the issued supplies,
various requisition forms are used in the process (Exhibits Two and Three).
Step Five - Materials and Supplies Inventory
An inventory of stores should be made at least annually, or more frequently if the
environment warrants such an undertaking. The purposes of an inventory are to reconcile differences
between what actually exist with that the records show, and to identify Aweaknesses@ in the control
system requiring correction. An inventory control flow is shown as Exhibit Four.
Step Six - Accounting for Materials and Supplies
This last step is concerned with charging appropriate funds, departments and accounts for
supplies and materials requisitioned from the store. This is also the step where at one point in time
during the fiscal period it is determined whether the inventory has increase or decreased in value.
The exhibits referred to above follow.
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