Title:

Stores Inventory Policy & Procedures

Scope:

This document covers the availability of common use items

through the Store and the correct method of obtaining those
items and assists Stores staff to correctly issue, charge and
maintain accurate store records using the Banner Stores
Inventory system.

Objectives:

To assist University staff to acquire items from Stores.

To ensure Stores staff correctly issue and charge items and

maintain stock records to ensure accurate stocktaking
procedures.

Issues:

Nil.

Policies:

All Stores Issues must be recorded in the Banner Stores

Inventory system within 72 hours of issue of stock.

Stores Inventory purchasing has been centralised to achieve

significant savings in the purchase of high-use. These savings
are directly passed on to each user of the Store.

Procedures:
Completing a Stores Issue Docket /Stock Requisition

To satisfactorily complete a stores issue docket using the

Banner codes, use the hard copy catalogue which is available
from the Admin Office of your School / Section.

Locate the item(s) you require and record the Banner Code,
Item description and quantity on your Stores Issue Docket /
Stock Requisition.

There is NO NEED to enter the price of items onto the Stores

Issue Docket / Stock Requisition.

When this has been completed, please ensure that all other
information is correct, ie. Authorising Officer signature,
Budget Allocation and Delivery Point/Contact.

Send the Completed Document to the Central Store at

Bathurst or Wagga for issuing of your Order.

Return of Store Items for Credit

For return of items incorrectly ordered from Stores, complete

a new Stores Issue Docket /Stock Requisition highlighting that
the goods are for Credit. Complete the necessary details of
Banner Code, Description and Quantity being returned. The

Credit Stores Issue Docket/Stock Requisition will then be

processed and a credit issued to your Ledger codes that were
originally debited.

You MUST also indicate the Stores Issue Docket/Stock

Requisition number for the items that were originally ordered.

Return of items and Issue of items CANNOT be processed on

the same Stores Issue Docket / Stock Requisition.

What the Banner Commodity Codes Mean

The use of commodity coding helps you locate your required

item quickly and easily in the Stores catalogues.

All Wagga Banner Store Codes consist of 5 Letters and 4

Numerals.

The First Letter is always W for items held at Wagga Stores.

The Next 4 Letters indicate the type of item code.

All Bathurst Banner Store Codes consist of 4 Letters and 4

Numerals.
Summary of Codes:
AVTM = Audio Visual, Transparency Materials
CMCL = Cleaning materials, mops, brushes, buckets etc
CMDE = Cleaning materials, Detergents
CMPP = Cleaning materials, paper products, toilet paper,
handtowel etc
FAOS = First Aid Officers Supplies
MSCA = Maintenance Supplies, Carpentry
MSEL = Maintenance Supplies, Electrical
MSFL = Maintenance Supplies, Lighting, Bulbs, Tubes, etc
MSGA = Maintenance Supplies, Grounds
MSPA = Maintenance Supplies, Painting
PCSG = Protective Clothing and Safety Gear
STBA = Stationery, Batteries
STBK = Stationery, Books
STBI = Stationery, Binding
STBG = Stationery, Jiffy Bags
STDI = Stationery, Diaries
STDP = Stationery, Data Processing
STEN = Stationery, Envelopes
STFI = Stationery, Filing
STIN = Stationery, Inks and Pads
STPA = Stationery, Paper
STPE = Stationery, Pens, Pencils
STRI = Stationery, Toners and Ribbons
STST = Stationery, Staples and Staplers
STTA = Stationery, Tapes, Packing and Sticky
STZZ = Stationery, Miscellaneous

The 4 digit number then indicates the actual item.

For example:
Wagga:
A4 Photocopy Paper, Banner code is WSTPA0100,
meaning Wagga Store, Stationery, Paper , Item Number
W
ST
PA
0100
Bathurst:
A4 Photocopy Paper, Banner code is STPA0100,
meaning Bathurst Store, Stationery, Paper, Item Number
ST
PA
0100

Items that have not been able to be placed under an

appropriate code location have been listed in the STZZ code,
for Miscellaneous items. Should you not be able to locate the
item you require in any of the other codes, please check under
STZZ.

Please take the opportunity to look through the CSU Stores

Catalogue to familiarise yourself with the items available
through Stores and the appropriate codes.

Other Matters

All Store Issue Dockets issued by Wagga Stores are prefixed

with the letters WI (Wagga Issues).

Stores Issues for Diaries are prefixed with the letters DI

(Diary Issues).

Each Item on a Stores Issue Docket is individually listed.

The total amount charged against the Stores Issue Docket is

shown in the Accounting Block.

The average price quoted in this catalogue for items will

change as each Purchase Order is processed . Please use it
ONLY as a guide.

It is intended to place the Stores Catalogue onto the Web, once

all necessary changes have been made. This will allow a more
up-to-date catalogue to be available to staff as items are added
or deleted from the Stores.

Stores Personnel Only

General Matters

Under no circumstances are stores items to be issued without a

Stores Requisition or Stores Issue Docket, except for Diary
issues which are specifically covered by an order form.

Stores are to be kept clean, tidy and shelving organised.

Stores orders are not to be placed into the Store until receiving
document is completed.

Purchase Orders:

The Purchasing Officer at Wagga Stores will be responsible

for the placement of Stores Purchase Orders with the at Wagga
Purchasing Office providing backup.

A Purchase Requisition will be completed for each Purchase

Order.

Purchase Orders will be produced using the Banner form

FPAPURR, utilising the NEXT function.

All Purchase orders are to assigned to the relevant Store by

use of ship to code, CSUBS or CSUWS. Each purchase order
must be for only one Store.

Stores purchase orders must reflect the issue of measure as the

stock item, as defined by the commodity description. Ie ea,
box, carton.

Ensure that the correct FOAPAL is specified for each Store.

Commodity codes for Stores items used must be active.

Form FTRINVM (Stores Inventory Maintenance Form) can be

used to check activity of Purchase Order for on hand stock, on
order and receiving.

Receiving

Stores Purchase Orders will be received at Stores and

processed in accordance with form FPARCVD (Receiving
Goods Form).

The Receiving Officer will check that the goods received at

Stores match the Purchase Order and the commodity code
description with due care given to the unit of measure. The
Purchase order UOM must match the commodity code, if a
discrepancy is found, a change order is required to be
completed prior to receiving. Due care must be given to any
pricing and UOM adjustments.

This action moves stock from on order to on hand and permits

issue of stock.

New stock is not to be placed onto the shelves until receiving

has taken place.

Creation of the receiving document permits Accounts Payable

to process payment of the Stores Order without a signed
remittance. The receiving document gives the authority to pay.

Commodity Coding:

Creation of new commodities and maintenance of the existing

commodity table is the responsibility of the Purchasing
Officer.

New commodities will be created using form FTMCOMM

(Commodity Maintenance Form). New commodities will be
setup in accordance with the rules set for commodity
descriptions and with the Account code of 433.

Form FTRINVM (Stores Maintenance Form) will then be

completed with the appropriate codings for Stores Inventory
commodities, using Account code 662 (specific for Stores
Inventory). Particular care is to be taken for the allocation of
unit of measure, as this cannot be changed once created. Unit
of measure should accurately reflect the issue quantity, ie box,
carton, each.

It has been determined by the Executive Director, Financial

Services, that a 10% surcharge will be applied to the sale of all
commodities to cover freight and handling charges. No new
rate will be applied without the express permission of the
Executive Director.

Store Issues:

No stock will be issued without a Stock Requisition or Stores

Issue Docket being presented.

All Stores Requisitions/Dockets are to be stamped with a

numerical filing number upon receiving by Stores and noted in
the Stores manifest. This filing number will be entered onto
the Stores Issue /Return Form.

Form FSAISSU (Stores Issue/Return Form) will be used to

issue stock with due care being taken to ensure that stock on
hand and pricing of the commodity are valid.

Return of stock will be processed using this form, with the

original issue document being a nominated requirement of the
form, Faculties and Divisions returning stock are required to
provide this.

Non Sufficient Funds (NSF) indicator in the Accounting block

maybe checked to allow internal charges to be processed
against Budgets without funds.

On a regular basis, the Issuing Officer will check form

FSIISSU (Issue/Return List Validation Form) using the search
function for incomplete issue documents and correct any
found.

Once completed the Stock Requisition/Docket will be ticked

off in the Stores Manifest and filed by the numerical number
allocated to the docket.

For issues against affiliated bodies, the form FSAISSU will be

completed and then using form FSIISSQ (Stores Issue/Return
Query Form, a screen print of each commodity issued will be
produced. This documentation as well as a copy of the original
Stores Requisition/Docket will be sent to Accounts
Receivable, where an external invoice (Tax Invoice) will be
produced and sent to the relevant body.

Commodity Adjustments:

Where it is identified that an adjustment to a commodity level

or commodity price is required, the Stores Officer will notify
the Finance Manager (Supply) by e-mail to investigate the
adjustment and take appropriate action.

Adjustments to commodity quantity, follow the same

procedure as Stocktake.

Adjustments to price, will use the form FSAADJC (Stores

Adjustment to Unit Cost Form) and all adjustments are posted
to the General Ledger.

Under no circumstances are forms FSASTKQ (Stores Quick

Quantity Entry Form) and FSASTKC (Stores Quick Cost
Entry Form) to be used to make adjustments to either existing
commodities or new commodities.

Both of these forms are only for use when first setting up the
Store system and do not post any transaction to the GL.

Stocktake

Two weeks prior to Stocktake notify University community of

Stores closure by appropriate methods (Whats New message,
internal mail).

Tidy and arrange shelves to make counting easier.

Note any commodity quantities held on bulk areas with a

small quantity on shelf.

Check and ensure all Stock Requisitions/Dockets are

processed and completed, using form FSIISSU.

Check
Store
manifest
and
ensure
all
Requisitions/Dockets have been ticked off and filed.

Check that all Stores Purchase Orders have been received

correctly. No commodities are to be placed on shelves prior to
receiving.

Any Stores Purchase orders received at Stores during the

Stocktake period are to be set aside and not received onto
Banner until Stocktake has been completed.

Stock

No Stock Requisitions/Dockets are to be processed during

Stocktake or commodities physically issued.

Do pre-count of commodities held in Store.

Run report FSRINVL (Inventory Listing Report).

Print FGITBAL (General Ledger Trial Balance) for the Store

Account.

Form FSASYSA (Inventory Adjustment System Control

Form) places the Store into Stocktake mode. Enter the primary
location and page down, tick the Quantity box in the
Adjustment Action Block and save. For individual commodity
adjustments enter the commodity code and follow the standard
procedure.

Run report FSRPIWS (Physical Inventory Worksheet)

Using this report, and working in teams of two, record

commodities held on-hand. Sign each page of worksheet.

Enter commodity records onto Form FSAPHYC (Stores

Physical Inventory Count Recording Form). Sign each page as
to who entered information.

Run report FSRPIDR (Physical Inventory Discrepancy

Report)

Highlight all commodities which differ from system totals.

Recount all commodities which show discrepancy between

physical record and system total. Sign each page of report.

Re-enter new totals for highlighted commodities in Form

FSAPHYC (Stores Physical Inventory Counting Form)

Begin adjustment of commodity records by entering form

FSAADJQ (Adjustment to Quantity/Inventory Reconciliation
Form). Tick select all box and system will access FSCSTKL
(Inventory Reconciliation Location Selection Form). Do a
cross check with data on entered system and records from
report FSRPIDR to ensure data entered is correct. When
satisfied, tick the reconcile all box and save. This will transfer
all entries of the Stocktake to the journal on form FSAADJQ.
Down arrow through all records and save. This requires
posting process.

Enter form FSASYSA (Inventory Adjustment System Control

Form), enter primary location and page down and tick END in
the Adjustment Block, save record.

Run report FSRINVL (Inventory Listing Report)

Check report for any commodities on-hand which do not have

a price listed and adjust using FSASYSA and FSAADJC
( Stores Adjustment to Unit Cost Form)

Using the data report FSRPIDR, arrange for an independent

examiner to do a spot check of commodity counts (2 or 3
items per page or as determined by the examiner).

If necessary, adjust any discrepancies found through form

FSASYSA and FSAPHYC.

Run report FSRINVL (Inventory Listing Report)

Screen-print FGITBAL (General Ledger Trial Balance) for the

Store Account.

Check to ensure all pages of documentation are signed.

Forward all signed Stocktake documentation to the Finance

Manager (Business Services).

Responsibilities:
Budget Managers of Faculties/Divisions:

Ensuring that Budgets are checked to ensure Stock

Requisitions/Dockets are correctly charged and to notify
Stores of any discrepancies.

Ensuring that sufficient funds are available.

Central Store:

Issue and process Stock Requisitions/Dockets in a timely

manner.

File Stock Requisitions/Dockets in such a manner as to permit

easy retrieval of documentation.

Receive Store Purchase Orders correctly and monitor usage of

commodities to ensure available stock is on hand to meet
University requirements.

Maintain a safe and tidy work environment.

Perform Stocktakes as required.

Implementation:

This procedure has been implemented and is subject to regular

review.

Date Submitted:

Originally submitted June 1994. Submitted for review June

2000.

Date Approved:

Prepared by:

Mike Smith, Finance Manager (Supply).