Inventory training

الرحیم الرحمن الله بسم

Welcome to Logistics/ Inventory/Stock and

Transportation Training in Kabul Main Office

Date: 30 Nov, 2014 up to 04 Dec, 2014

Agenda

To development the capacity of participant To know about Logistics & Procurement, Inventory,

Stock, and Transportation Awareness about Main office Logistics Policy and

their roles. To collecting and make of accounted Inventory list of

Sub offices.

About Logistics and their related Parts inside the organization

Definition of Logistics:

to provide goods or services.Planning, procurement, transportation, supply/

distribution, and reinforcement of Sub OfficeProcurementAsset ManagementWarehouse Management Transportation

About Logistic and their related parts inside the organization Kabul main office

Fleet ManagementSupply

Definition of Inventory

What is Inventory? Inventory is a document that provide accurate written

records of entire office assets and its effective only if it is accurate and maintained regularly.

Inventory is a complete list of items such as property, goods in stock, or the contents of a building.

Definition of Asset

What is Asset? Anything which has the value for the organization

and the useful life should be one or more then one year or more its owned.

Anything which has the value of 500 Afghani or more, with the life period of one or more then one year is called Asset.

Purpose of using an Asset in Organization

Usually Asset are purchasing for using by a project to achieve its specified objective, its distributed for staff based their needs for official use in an organization. e.g.: As Furniture, Generator, Laptop, Medical equipment's etc.

Definition of Consumable items

Anything which are not asset is called Consumable. Anything which has the value for the organization

below then one year. Anything which has the value lower then 500 Afghani

the life period will be less then one year. Examples: Cup set/ Glass, Garbage bucket.

Different between Inventory & Asset

Inventory is an accurate written records of entire office assets but, asset is a part of Inventory.

Generally Inventory is surrounding (Fixed Asset and Consumable)

Inventory may be( Fixed Asset, Capital Fixed Asset and Consumable).

Assets recording stage

When is the right time of Asset register? Up on the arrival of the items in stock and before

distribution to the Site or HFs. Whenever we informing about any items which are

procured from the market. When we received a donation, Handover/Takeover. All movable asset must be tagged within 7 days from

the date of receipt.

Asset recording document's

When you record newly Asset in Inventory database?

It should have demand, invoice, if necessary quotation, Quotation Tender Analysis, purchase order and GRN with completed information's.

Information of documents must be matched with existing asset/ equipment's.

Asset recording document's

When asset come into the office, whether they are donation or purchasing, tag number should be assigned based sequences asset register number and their required information and details should be recorded.

Asset recording stage main points

What are the important information to be collected from document to register it in Inventory database?

The Important points are as below: Item Name Description/ Specification (Manufacturer, Brand,

Model…etc.) Serial No.


Asset Status Asset Category Purchased per unit in Georgian / Solar (dd /mm/yy ) Unit or Quantity Purchased Price in Afghani /US $ Supplier / Vender Invoice Number


Location(present location of item) Department User Name / Custodian ( for Security Purpose) Position Room # Received / donation by(usually used for Handover/

Takeover). Remark


Fund Source/ Project or Donor Project Code / Project Name Grant No Entry Name and date

Asset Recording in donor format

We are working this part practically with Inventory responsible in groups.

Asset Tag/ Inventory Tag number

It is a statement of an organization which shows the assets that it owns.

It is reflex the identification of an asset which is registered in Asset Management database AMD (Asset register)

Asset Labels are also referred to as Asset Tags, Property Tags, Property Labels, Security Stickers, Security Tags, Security Labels, Barcode Labels or ID Tags.

Asset Tag/ Inventory Tag number

Printing of tag number

When you record asset with their necessary information according documents then you must assignee tag # for.

You must stick tag # and it should be visible/ it should be in specific part of items which you essay see it during physical check.

Tag number can be printed by printer as you an designed in computer.


Below are the ways of tag number printing:

Manual tag # printing (Printer) Manual tag # printing (Labeling Machine) Digital/ Barcode tag # printing (Barcode machine)

Barcode tag number is also one of the digital tag number to track you necessary information with the help of barcode scanner in a less time.


Digital/ tag # printing (for large companies, also its expensive) e.g. Microsoft, World Bank,

Filing System

Filing system are working practically in logistic unit.Filing and keeping of Asset information from

(demand up to GRN + Requisition + Handover/ Takeover).

Filing system for Physical check, Inventory reports to beneficiary etc.

Problems in data entry on your Inventory listThis part is working practically in 5 Lab, PCH Faryab

Inventory list as an example. Double tagging. Incorrect names/ Specification with different spilling. Incorrect quantity. Department/ location & user name. Extra price/ lower price Incorrect purchased date Category and Condition

Keeping Inventory list up to date

How to keep Inventory update?

Update on daily basic in any changes of any. Physical check of each locations. Recording of new arrival items. Reconciliation with Finance department (financial

report).

Physical Check/ Physical Count

A complete checking of organization asset to identify the current(user, department, location, condition/ status, quantity).

Physical check will cause to avoid from theft, damaged and discrepancy of asset.

To make ready and providing accurate the existing information belonging of asset which are located in the site.


Physical check help you to provide your estimate Inventory list to beneficiaries ( Main office, Ministry of Finance, Ministry of Public Health, Ministry of Economic, Donors.

Physical check will avoid from any troubles during Handover/ Takeover of a project to other project.


Physical Check will be started from the Main Office, Sub Office, Guest House, HFs and etc.

Before Starting of Physical Cheek you should consider below points:

Planning time period. Required Information and materials. Updating of Supervisor about your obligation. Specifying the site.


What is the right time for Physical Check? It depend to organization procedure and policy, but

below are the common methods for Physical Check:

1. Annually (one times in a year)

2. Semi annually (two times in a year)

3. Quarterly ( four time in a year / after three months)

Asset Reconciliation with Finance Equipment Transaction Report or Logistic Purchase records

The purpose of reconciliation is to preparing equivalent and achieve bring together a figure in your report to achieve an equal figure.

For asset reconciliation Inventory responsible with a Project Focal Point/ Finance Officer comparing their own list together and finding the miss recording asset to recording.

Find out the miss information of (quantity, purchase price and if necessary supplier name).

Asset Reconciliation with Finance Equipment Transaction Report or Logistic Purchase records

If some asset or/ Transaction will be not recorded they must record it immediately, and at the end both of participant must singe reconciliation sheet to have a document for futures.

It help us from mistakes.

Handover/ Takeover

What is Handover/ Takeover? It is a format which shows which asset with their

sequence tag number transferred from one location to second location.

Handover Takeover is divided as below: For dislocation of one items/ asset from one location

to another location ( inside the organization/ Main Office, HFs.

Handover/ Takeover

For dislocation of an items/ asset From one Sub Office to other Sub Office.

Handover/ Takeover may be between to departments, inside the Province, Province to Province and to other agencies.

Planning for Inventory report

Its important that you know about the exact date of Inventory reporting, so for better planning of your reports below are the ongoing project which are mentioned their reporting Period:

PCH (Jawzjan & Faryab) Semi annual CIDA (Jawzjan & Faryab) Quarterly based on

Georgian

Planning for Inventory report

TCFP ( Faryab) Quarterly based on Georgian HIV (Mazar & Kabul) Quarterly based on Georgian SEHAT Project in Nimroz based on Georgian

Also as per Organization Management board decision you must send your soft copy & Hard printed Inventory list at the end of each Solar moths.

Inventory responsible job description

Maintain a proper inventory records of all Organization Expendable and non-expendable items.

Responsible to ensure proper documentation of all equipment/ furniture being issued to or returned by Organization Staff.

Responsible to establish and maintain a standard system to ensure accurate tracking of Organization equipment/ Furniture.


Responsible to conduct physical inventory of all equipment/ Furniture on quarterly basis.

To ensure that no equipment/ furniture are moved internally or externally without the prior knowledge of inventory officer and approval of respective supervisor.

Responsible to maintain proper filing system, both soft and hard copies, for all inventory related documents.


Responsible to ensure labeling of newly purchased/donated assets.

Responsible to ensure that all inventory related transaction are recorded and reported properly and all necessary supporting documents are retained accordingly.

To ensure proper inventory of all equipment furniture being transferred to or received from site office or other agencies.

What we should do on missed items?

What is your action on missed items?

Record the asset, and for missed Items we need to prepare the report and explain the situation which result missing of the item and send it to Kabul main office/ Management.

What we should do on damaged items?

What is your action on damaged items?

For damaged items we must update the status of Inventory list and register as its damaged and report it to Kabul main office/ Management to report it to MoPH & donors to take action in this issue.

What is your precaution if you faced with discrepancy of items?

What is your action in event of difference?

In event of such action, investigate the resins and report the fact to management for further process. What is the reason of Storage and maintaining of

items and asset in Store?

Because of redistribution of goods for staff.

Responsibility of Staff who received an Asset from logistic department

What is your message to staff who received an asset? Each item/ Asset is the responsibility of single person

he/she is responsible for each item which has received and distributed by logistic/ inventory section for official usage.

When you faced with Surplus of Asset in a department you must move it to Stock, because of redistribution to staff.

Different between Handover/ Takeover and Requisition/ Release Form

Handover/ Takeover usually using for movement of an item from one location to another location, but Requesting/ Release Form is generally using for out of items for first time from stock to staff.

Question & Comments Thank you! Whom I should Contact for more guidance or

Information in Inventory related issue:

Abdul Nasir Soroush Inventory Officer Solidarity for Afghan Families [email protected] Mobile: 0787500591

mailto:[email protected]

Inventory training

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Transcript of Inventory training