Your contact information Store Keeing Course Oil and Gas Training Institute [email protected].

Your contact informationStore Keeing CourseOil and Gas Training Institute [email protected]

WHAT IS A STORE

• The store is a service department headed by a store-keeper who is responsible for a proper storage, protection and issue of all kinds of materials.

TYPES OF STORES

Generally, there are three types of stores

• 1. Centralized Stores

• 2. Decentralized Stores

• 3. Centralized Stores With Sub-stores

A Centralized Stores A centralized store is that store which

receives materials for and issues them to all departments, divisions and production floors of the company.

The materials required for all the departments and branches are stored and issued by only one store.

A Decentralized Stores A decentralized store is a type of store which

receives materials for and issues them to only one department and not to the whole company.

The decentralized store may be in many numbers in the company, as each department has its own such store.

Purchasing and handling of materials are undertaken by each and every department separately.

WHAT IS STORE- KEEPING?

• Store-keeping is the activities relating to purchasing, issuing, protecting, storing and recording of materials in store.

WHO IS A STORE KEEPER?

• A store keeper is one who receives, stores and issues materials and equipments.

• He also handles the activities relating to purchasing, he takes care of issuing, protecting, storing and recording of materials in the store.

WHY DO COMPANIES NEED A STORE KEEPER

• To avoid over and under-stocking of materials.

• To maintain systematic records of materials.

• To protect materials from losses and damages.

• To minimize the storage costs of materials

QUALITIES OF A STORE KEEPER

QUALITIES OF A STORE KEEPER

* Ability to read and write.

• Carefulness.

• Qualities house keeping.

• Store safety

RESPONSIBLITES OF A STORE KEEPER

• Ensure that materials are available for operational needs.

• Maintain optimum level of inventory.

• Receiving and inspection process in accordance with the Quality Assurance Measures.

RESPONSIBLITES OF A STORE KEEPER (cont)

• Manage and monitor the documentation process.

• Reviews, verifies regarding the movement of inventory items.

• Declaring of monthly / annual stock records.

• Location of Damage & Overage Items.

INCOMING MATERIALS CONTROL

• Every organization sure wants quality materials from suppliers to be delivered.

• It’s the responsibility of the storekeeper to filter the grade of the materials that enters the store.

• The store keeper is able to filter by conducting series of checks on the incoming materials.

CHECK (INSPECTION)

CHECK (INSPECTION)

• Inspection helps a storekeeper ensure that the incoming materials are of right qualities.

Qualities are checked against specifications in the purchasing order (P.O) as detailed by the procurement department.

CHECK (INSPECTION)

• More so further checks are conducted depending on the nature of item or material.

TYPE OF FUTHER CHECKS

• Visual check

• Dimensional check

• Functional check

• Physical testing such as hardness, pressure test,

• Electrical testing’s such as High voltage test, Insulation resistance test etc.

MATERIAL HANDLING IN A STORE

MATERIAL HANDLING

• Moving materials from one point to another In a store is one very important aspect for every storekeeper.

• A storekeeper should know how to lift properly and also learn how to use lifting machineries the company have made available.

LIFITING MACHINERIESForklift

LIFITING MACHINERIESForklift

LIFITING MACHINERIESOverhead Crane

LIFITING MACHINERIESOverhead Crane

LIFITING MACHINERIESWRONG Manual Lifting

LIFITING MACHINERIESRIGHT Manual Lifting

Storage of Materials - Stores Custody

STORAGE OF MATERIALS - STORES CUSTODY

• Proper storage is very paramount any store.

• Materials received from various sources need to be stored properly in Stores for ensuring the proper upkeep of material till its use, to ensure security and safety of the material, the ease of retrieval and handling.

METHOD OF STORAGECodification / Cataloguing of items

• Codification is the method of assigning a unique code to a particular material in the store, thus management uses that code to identify the material therefore it is easily located by the storekeeper.

• E.g calling a particular pipe 722

METHOD OF STORAGECommodity wise storage

• This a method of storing items according to their kinds.

• E.g Lubricant are stored in a lubricant section, pipes are stored in pipe sections etc

DISPOSAL

The process of identifying, segregating and finally selling off such items is referred to as disposal.

• There often will arise some defectives, surplus and obsolete items that just occupies valuable space in the store.

Its best to recommend management to

Action them and clear out those vita spaces.

HOW A STORE ACTUALLY RUNS

• Identify under stocked Items

• Make Requests

• Assess

• Store

• Maintain

• Retrieving and issuing

• Keep proper records

• Recommend disposable items

• Declare monthly or annual records

• Identify under stocked items

Means identify items that have gotten to the set number limit.

• How to Identify under stocked items

- Always inspect the store every morning, by doing so look at stock volumes.

- Look at the records (compare the inflow and out flow records)

• Request / report system

• Request for replenishing of items in the store should be formally made in writing format.

• Items needed should be clearly stated out with the proper number given, however a store keep need to be careful in making requests so to avoid over stocking.

• How to write requests

• Every request must start with a proper address

• Every request must have date of writing

• A proper request must have a clear massage of what the storekeeper is requesting for, numbers of items needed, makes of items etc must be clearly stated for proper identification.

• How to write requests (cont)

A proper letter must be closed with the right greetings.

A proper letter must be signed.

• Note

• Many company have already made request templates or software.

• if your company don’t have one you should recommend one for the sake of speed and clarity.

• ASSESS

Properly peruse the item or product presented by the vendor to ensure it meets the exact qualities as is provided by the purchase Order (PO)

• STORE

- keep all items in their right places for easy retrieval. Make sure items are stored using the method of storage chosen by the company e.g by codification

- Store special products according to their special specification. ( observe the room temperature warning and keep all flammable substances away from the general store)

• MAINTAIN

- maintenance in this contest means taking care of goods in the store. Which includes but not limited to: cleaning, washing, drying, greasing where needed, re-painting where needed, and many others.

• RETRIEVING AND ISSUING

- retrieving means, bring demanded items from where they are kept in the store when properly requested

. Issuing means giving the right items to those who have requested for the items.

• KEEP PROPER RECORDS

- Records of items coming into the store (inflow)

- And records of items leaving the store (outflow)

• RECOMMEND DISPOSABLE ITEMS

- To avoid overstocking, recommend that the management dispose some no or less value items.

- This excise will help clear up much needed space and stop items for further deprecations or damage.

• DECLARE MONTHLY OR ANNUAL RECORDS

- As demanded by the company, a well formatted reports should be declared to display or the activities that went on through the store from a particular date till the due date.

•MEASUREMENT

STOREKEEPERS MEASURE TO EITHER FIND / CONFIRM:

- SIZE

- DEPT

- QUANTITY

- WEIGHT

IN SIZE WE MEASURE TO FIND EITHER THE LENGTH OR THE WIDTH OF AN ITEM:

LENGTH: in length we measure to find how long items are vertically.

LENGTH:

Length is measured in

• Millimeters > Centimeters > Meters > Kilometers

• Millimeter is the smallest units of length • 1 centimeter make 10 Millimeters • 1 meter = 100 centimeters• 1 kilometer = 1000 meters

TO MEASURE DEPTH:

Depth is measured in diameter.

You should get the actual length and the Weight of the item.

TO MEASURE QUANTITY:Quantity is measure in whole numbers and fractions.

Example: 30 ½ pieces of pipes

We determine quantity by counting carefully.

TO MEASURE WEIGHT:Weight is measured in

• Grams (g) > Kilograms (kg) > Tonnes (t)

Note: 1 kilogram = 1,000 grams

1 tonne = 1,000 kilograms

Tonnes are also called metric tonnes

HOW TO READ A TAPE:

HOW TO READ A TAPE:

HOW TO READ A TAPE:

HOW TO READ A TAPE:

1 1/4 inches

THE WAREHOUSE

Warehouses in many cases are considered

An Advanced stores.

HOW TO DISTINGUISH BETWEEN A WAREHOUSE AND A STORE

- Warehouses are usually bigger in size than stores

- Stores are ran as a service department while warehouses do not run so.

- Warehouses are built to accommodate external consumers whiles stores mainly service insiders

- Many times, a warehouse accommodates only one type of goods.

Levels OF WAREHOUSE

- Central Warehouse

- Regional Warehouse

- Retailers Warehouse

WAREHOUSE MANAGEMENT

- Management of storage of products and services rendered on the products within the four wall of a warehouse.

- Warehouse management completely deals with receipt, storage and movement of goods.

NB. Normally finished goods

OBJECTIVES / IMPORTANCE OF WHM

- The objective of warehousing management is to help in optimal cost of timely order fulfillment by managing the resources economically.

- intermediates storage locations or to final customer.

Important Of Warehouse Management

- Warehouse management help manages goods and space effectively

- Reduce costs and waste

- Gain control over warehouse operations

- Gives access to real-time, accurate inventory data

Important Of Warehouse Management

- Saves time locating items or performing physical inventories.

- Helps sales representatives can keep tabs on stock availability.

- Help in maintaining optimum stock levels while minimizing carrying costs

Important of a Warehouse

- Directs pick/put-away processes

- support for Automated Data Collection Systems (ADCS)

- Gives tracking options—including first expired / first out handling.

Important Of Warehouse Management

- Saves time locating items or performing physical inventories.

- Helps sales representatives can keep tabs on stock availability.

- Help in maintaining optimum stock levels while minimizing carrying costs

Warehouse Security

To maximize security in the warehouse:

- There must be limited access and restriction of movements to the warehouse, if possible inlets should only be allowed on invitation.

- Do search before exit if possible

- Search with electronic devises where applicable

Warehouse Activities

• Receive goods

• Identify the goods

• Dispatch goods to storage

• Hold goods

• Pick goods

• Operate an information system

Receive goods

• Check the goods against an order & the bill of loading

• Check the quantities

• Check for damage & fill out damage reports if necessary

• Inspect goods if required

Dispatch goods to storage

‒ goods are sorted & put away

Hold Goods

‒ goods are kept in storage & under proper protection until needed

Pick goods

‒ items required from stock must be selected from storage & brought to a marshalling area

Operate an information system

‒ a record must be maintained for each item in stock showing the quantity on hand, quantity received, quantity issued, & location in the warehouse

Maximize productivity & minimize cost, warehouse management must work with the following.• Maximize use of space

– space is the largest capital cost

• Effective use of labor & equipment

– labor is the largest operating cost

– material handling equipment is the second largest capital cost

THANK YOU