Depot Ledger Procedures Quiz

A dedicated section within a depot for managing stock accounts.

Records that track items of stores in a depot.

Divisions within the ledger section, grouped by wards or similar store types.

Part of a stock card that records item receipts and issues.

Part of a stock card that records recoupment entries.

A card specifically designed for recoupment entries.

Systematic approach for managing records of stock in a depot.

Stock cards are categorized based on the condition of the items (new, used, repairable) and their stage of completion (finished, partially finished, rough).

Opening a stock card for an item requires notifying the Stores Accounts Officer, who then opens the corresponding priced ledger card in their office.

When a depot decides to close a stock card, they must inform the Stores Accounts Office, including the last voucher number and date.

More than one stock card can be kept for an item if there are differences in quality (e.g., new vs. used) or if separate credit records are needed.

When creating a new stock card, a form must be completed with details like item class, name, category (e.g., ordinary, surplus), and ward.

The Accounts Staff verifies the stock cards by comparing them to the priced ledgers and noting the balances. They also initial the cards.

The Depot Officer is responsible for safely storing blank stock card forms and issuing them under the Supervisor's orders.

A three-part form used to notify the Stores Accounts Office of opening a new stock card. Contains class, name, category and ward.

A three-part form used to inform the Stores Accounts Office of closing a stock card. Includes details of the last voucher posted.

Subsidiary Depots don't manage their own allotments. The Controller of Stores determines their full estimated requirement, which is available through the Main Depot.

The Main Depot acts as the central hub for stock, receiving requisitions from Subsidiary Depots and providing the necessary items.

They represent the upper and lower limits of stock levels. When stock reaches the minimum, a signal is triggered to request replenishment.

A blue signal is placed on the Stock Card when stock reaches the minimum level, indicating a request for replenishment. A red signal is used when the stock is completely exhausted.

They are prepared daily after all stock transactions are recorded, focusing on items with a blue or red signal.

To request the replenishment of stock from the Main Depot.

The requisition is made in duplicate, one copy is kept as office copy and the other is sent to the Main Depot.

They are adjusted with the approval of the Depot Officer based on the weekly average consumption, comparing it to the previous six months' period.

The Depot Officer needs to adjust the 'Maximum' and 'Minimum' figures to reflect the new consumption trends.

They approve the adjustment of 'Maximum' and 'Minimum' figures, ensuring efficient stock management.

A form used to request additional stock from the Main Depot, indicating the amount needed and any pending demands.

Requests for items that cannot be fulfilled due to the depot running out of stock.

A card used to track the availability of stock items and adjust estimated requirements based on consumption trends.

An updated estimate of the amount of stock needed, reflecting actual consumption patterns.

The remaining quantity of stock available for the current contract period.

The process of replenishing stock levels in a depot by requesting more items from the Main Depot.

The highest amount of an item that a depot needs to order for replenishment.

The lowest amount of an item that a depot should have in stock before ordering more.

A formal request sent to the Main Depot to replenish stock levels.

They approve adjustments to the 'Maximum' and 'Minimum' quantities, ensuring efficient management of stock levels.

An updated estimate of the amount of stock needed, reflecting actual consumption patterns.

Transferring items from one depot to another.

A document used to order items from a supplier.

Adjusting the amount of stock that is allocated to a depot from a supplier.

The central hub for stock management, responsible for supplying subsidiary depots with their required items.

A depot that relies on the main depot for its stock replenishment.

Moving stock between depots, particularly from a main depot to a subsidiary depot.

Direct issues of stock from a depot to indenting departments, as opposed to transfers between depots.

The highest amount of an item that a subsidiary depot can order for replenishment.

The lowest amount of an item that a subsidiary depot should have in stock before ordering more.

A prediction of how much stock will be needed to meet future demands.

Process of updating stock records in the depot's ledger based on receipts, issues, and stock verification sheets.

Vouchers are posted in the order of their assigned numbers, starting with receipts and then issues. Receipts are also posted by their R.O. numbers.

Accounts Stock Verifiers post their verification sheets directly into the depot's ledgers, initializing their entries.

After posting, vouchers are checked against the forwarding memo, keeping any arrangement by price numbers, and then sent to the Stores Accounts Officer for final approval.

A monthly summary of voucher transactions is prepared by wards and verified by the Ledger Section, then sent to the Stores Accounts Office for final acceptance.

Annual update of Recoupment Cards by filling in the 'Contract Period' and 'Estimated Requirements' columns based on the Annual Contract Statement.

To simplify posting, vouchers within each category for a day are arranged by their price numbers before processing.

The Stores Accounts Officer receives vouchers after ledger posting, verifies them against the forwarding memo, and returns a copy of the memo to the depot as acknowledgement.

The clerk countersigns the Monthly Statement of Vouchers prepared by wards, forwarding both copies to the Stores Accounts Office, then verifies the statement's accuracy.

A form used by workshops to record the details of manufactured goods sent to the depot, including the quantity and item description. It serves as a crucial document for tracking stock movement between workshops and the depot.

A stock card where the quantity of items received at the depot is recorded. It details the date, quantity, and source of the items, providing a clear record of stock additions.

The person responsible for overseeing the financial records associated with workshop operations, including managing the costs of materials used and the manufacturing process.

The person responsible for managing the financial records of the depot, including tracking stock movements, values, and expenditure.

The Stock Card Poster is responsible for checking stock cards, initiating recoupment requests, and recording depot transfers.

Used to arrange for the transfer of materials between depots when there's an overstock.

An updated estimate of the stock needed, reflecting actual consumption patterns, used to adjust allotments.

Used to request adjustments to the existing contract allotment for a specific item, increasing the overall provision for that item.

A note documenting the date and quantity of materials transferred from one depot to another.

The excess stock that is available to be transferred to other depots.

A form used to allocate the total quantity of stock purchased under a contract to specific depots.

A form used to allocate a specific amount of stock based on estimates of future requirements.