Chapter 2 – Fiscal Management

22030.10.1.1 Data Requirements

• The data requirements for the Stock Control Record card are as follows:

  • Area of “Sample Stock Control Record for Minimum/Maximum Stock Item”

  • Miscellaneous information – any miscellaneous information that is pertinent and not included in other specific sections of the stock control record shall be entered here. This information might concern minimum order or standard packs, key personnel to contact, vendor name and address, phone numbers, emergency sources of supply, or any other supplemental entry which alerts the inventory control staff of circumstances requiring attention.

  • Date – a complete history shall be established and kept current for each item that is stocked in a warehouse. The date is used in forecasting stock levels, reconciling procurement problems, confirming demands and issues, documenting physical inventories, etc.. The month, day, and year shall be entered for all transactions affecting the item, such as stock orders, stock receipts, demands and issues (non-recurring and recurring), dates of inventories, and audits.

  • Issued to or received from – this section serves a dual purpose. Record the name of the facility, unit, program, etc., to which stock is issued and/or the name of suppliers from whom stock is received. Continued activity of an item over a period of time shall provide inventory control staff and unit administrators with a use pattern which shall assist in inventory planning. This column shall also reflects those facilities that are consistent in their withdrawals as well as identify those vendors which are the most reliable.

  • Order document number – those transactions that pertain to stock issues and stock receipts shall be documented using the identifying order number. The forms that are commonly used to replenish stock for warehouses are contract/delegation purchase order, subpurchase order, supply order, and purchase estimate.

  • On order – this column shall be used whenever a stock replenishment order is placed. The quantity requested is the only entry to be made.

  • Demand – is any request for an item. Demand history provides the information necessary to decide what to stock; therefore, all demands, regardless of whether stocks are issued, shall be recorded. Each space in the demand column shall be used for a single demand.

  • Issues – the quantity issued for each demand shall be carefully and accurately entered as this directly reduces the calculated balance on hand (column 8). Occasionally, demands are made for depleted stocks. The demand shall be shown in the proper space and the quantity issued entered as zero.

  • Quantity received (+) – the quantity received (+) column is used to record the amounts or quantities of stock received as a result of a prior order. These incoming stocks shall normally be for inventory replenishment but in some cases stock relocations shall also be shown in the quantity received column.

  • The balance on hand (column 8) shall be adjusted whenever quantity received entries are made.

  • Quantity issued (-) – at any time an issue is shown in either the non-recurring or recurring columns, the total quantity issued (sum of both) shall be entered in the quantity issued (-) column. That amount shall be subtracted from the previous balance on hand and the new balance entered.

  • Balance on hand – the inventory balance on hand, both the actual bin count and the calculated balance, is the key indicator in managing inventory stock efficiently. To prevent inventories that are excessive or too low, the balance on hand shall be used to:

    • Determine when to replenish stock.

    • Identify long supply.

    • Maintain stock accountability.

    • Evaluate the efficiency of warehouse operations.

    • Balance on hand entries shall be current and accurate. Stock acquisitions and issues shall be promptly recorded on the stock control record and the balance on hand adjusted accordingly. Physical inventories which reveal a difference in the actual bin count versus the calculated balance shall be reconciled when the inventory is taken and the stock control record balance on hand changed to reflect the actual inventory in stock.

  • In long supply – long supply shall be reduced to the lowest level possible. This column provides a space to record long supply so that efforts can be undertaken to reduce it.

  • Days of supply – the days of supply shall be entered as shown in the examples of the minimum/maximum (MINMinimum/MAX) and requisitioning objective (R/O) stock records (See DOMDepartment Operations Manual 22030.10.5.2 and 22030.10.5.6 respectively).

  • Quantity of supply – for all stock items managed under the R/O or Min/MaxMaximum systems, the quantity of supply boxes shall be completed. In the reorder point block, show both the reorder point and the reorder quantity for the R/O concept.

  • Source code – the source code is a current reference to the purchase method or vendor designated by the PIN Stock Item Catalog as the primary source for a stock item. Only the approved codes as shown in the PIN Stock Item Catalog shall be used.

  • Management code – this space is used to denote whether the item is contingency (emergency) (C) stock or regular (R) stock. Use the letter C or R.

  • Stock number – the stock number identifies the item by commodity group and class. All expendable stock inventory items in the warehouse shall have an approved stock number assigned. That stock number shall be entered in the space provided.

  • Unit of measure (U/M) – the unit of measure or the unit of issue is a two-letter designation for the count, measurement, container, or form of an item of supply. It is the minimum quantity which can be ordered. The unit of measure designations to be used are shown in the PIN Stock Item Catalog.

  • Unit price – all stock items shall have a unit price entered. Use the latest price paid for the item. This is necessary for computer update and budgetary purposes.

  • Description – the descriptions currently in use in the PIN Stock Item Catalog shall be entered in the description space.

  • Color coding – this space identified any action (by colored tab) that shall be needed. The colored tab designations in these instructions shall be used to identify the type of action that is proposed or has already taken place. The following colored tabs are the only colors that are approved to flag the stock control record:

    • Red – activity during the month requiring monthly action update reporting.

    • Green – item is on order. Serves as a reminder; follow-up is the requisitioner’s responsibility.

    • Blue – needs to be reordered as stock has reached the reorder point.

    • Yellow – order received. Remove the tab when the shipment is received as ordered.

  • Contract or SPSState Price Schedule number – enter the appropriate number found on state contracts and state price schedules.

  • Vendor name/address/phone number/catalog number enter name, address and phone number of vendors submitting price quotes.

  • Minimum order quantity – enter the number of units the vendor requires to be purchased to recover the shipping and handling costs associated with the order.

  • Price per order unit – enter the price per standard unit of measure.

  • FOB terms – to be determined at the time quotes are obtained. Request FOB destination whenever possible.

  • Discount terms – enter the cash discount offered by vendors to ensure timely invoice payment. Cash discounts amounting to at least $2.50 and when the discount percentage allowed is at least one-half of one percent shall require the payment to be made in a timely manner.

  • Delivery date – enter the date the materials or services are expected to be delivered.

  • Total cost – enter the extension price (The unit price times the quantity equals the total cost).

  • This information shall assist in determining which vendor shall receive the order.

  • Inside delivery – used to determine and project the necessity for additional shipping charges associated with inside delivery of materials.