Department of Corrections and Rehabilitation - Operations Manual

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Chapter 2 – Fiscal Management

Article 12 – Materials Management

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22030.11.8.6 SLAMM Statewide Physical Inventory Report

  • Guide to using the SLH Form 912, SLAMM Statewide Physical Inventory Report:

    • Area of “SLAMM Statewide Inventory Report”

      • Warehouse number – a number consisting of a five-digit agency billing code and a three-digit warehouse code. These codes are assigned by the SIMP Unit and shall be preprinted on each page of the worksheet.

      • Physical inventory date – the date of the inventory shall be entered by the SIMP analytical staff. This is a six-digit field that shall be hand-coded by the SIMP staff to ensure the inventory data is matched exactly with all previous inventories in their system.

      • Name, address, city, zip code – agency name and current address shall be preprinted on the first page of the inventory worksheet.

      • Stock number – a 12-digit PIN stock item number shall be printed in numerical sequence for each item maintained as an authorized stock item.

      • Description – a commodity description shall be printed for each stock item number from the PIN stock item master file.

      • MaxMaximum-inventory, quantity-of-supply – enter the maximum supply level quantity. The R/O entry shall list the number of days supply for each component of this supply system.

      • Mode – the unit’s current type of supply method is indicated by a preprinted X below either R/O or M/M.

      • Stock type (ST) – items determined to be either regular or contingency (emergency) stock shall be indicated by a preprinted R or C symbol.

      • Acquisition code (AC) – indicates the source or method for acquiring a stock item. The various codes and their meanings are listed in the PIN Stock Item Catalog. This information is preprinted from the PIN stock item master file.

      • Count – enter the total count on hand for each item at the time of the physical inventory. All count entries shall be in the unit of measure printed on the worksheet. Do not include fractional quantities.

      • Unit of measure (UM) – this is the standard issue unit of measure. The units of measure shall be preprinted for each stock item listed on the worksheet.

      • Unit cost – enter the latest cost for each item. Unit price shall be expressed in the same term as the unit of measure.

      • Demand – indicate the number of requests for the item for the past 12 months.

      • Issue – enter the total quantity issued for the one-year period starting on the date of the last physical inventory that was input to SIMP.

      • Receipt – enter the total quantity received during a one-year period starting on the date of the last physical inventory that was input to SIMP.

      • Book on hand (O/H) – enter the quantity shown on the Stock Control Record at the time the physical inventory begins (i.e., current balance on hand).

  • When the preprinted field information is in error or differs from the information contained on your records, do not make any notations or changes on the worksheets.

  • These items shall be treated as add-ons and listed separately on blank worksheets for the creation of new PIN numbers for your inventory.