Stores Accounting and Inventory Management

Stores Accounting and Management

• Stores accounting is designed to show that stores have been received and taken on charge, and to maintain a record of the movements of the items.
• The record must show that the items have been correctly disposed of according to instructions.

QM Accounting Documents

• S12: Principal voucher used to place demands from one unit/department to another.
• S11: Used to issue and receive goods within the department.
• S3: Ledger card.
• QM3: Used to demand uniform.
• QM4: Used for write-off.
• S13: Counter receipt voucher from suppliers.

Receipt and Acceptance of Items

• The main source of supply is from contractors.
• The principal voucher used as a receipt voucher is the S12.
• Uses of S12:
  • Enables items to be brought on stock charge at store.
  • Initiates the receipt entry on S5 and S3 cards.
  • Costing details are included in the voucher for accounting purposes.
  • A copy is attached to FO 20 payment voucher to effect payment in the accounts section.
  • The report on the quality and condition of the receipt is endorsed on the voucher.

Armory Register

• The Armory Register shall take the format shown below:
  • Officer to whom weapon issued
  • Ammunition and appertances
  • Signature of officer to whom issued
  • Date of issue
  • Date of return
  • Description of weapon
  • Quantity
  • Signature of officer

Management of Arms

• Arms will be held on sub-county ledger charge by weapon types and totals of each type and in the arms register (G.P 87) by registered weapon numbers.
• Arms issued to police stations and posts will be recorded in the arms register by weapon types and not in the station inventory.
• Arms register will be divided into two sections, one for weapon by type and one for ammunition.

Reporting of Losses or Deficiencies

• Any loss or deficiency of stores must be reported through the provincial Headquarters to the Force Quartermaster, Force Headquarters.
• Losses or deficiencies up to 1,000/= may be written off by the Administrative Secretary to the Police, provided that he is satisfied with the explanation.
• Articles whose value exceeds this amount will be referred to the Treasury.

Action on Discovery of Loss or Deficiency

• When a loss or deficiency is discovered, an immediate investigation should be instituted and a report should be made through the PPO to FOM.
• Action will be taken to adjust the ledger by making out an Certificate Issue Voucher (CIV) which should be endorsed as follows:
  • "Certificate that the items were found deficient on handing/taking over, normally routine check, or stock taking/lost through circumstances unknown on…………… investigations is being made and the loss has been reported to Force Headquarters, under the reference…………… dated………."

Care and Preservation of Tents

• A tent in constant use should last for about 2 years.
• Tents should be pitched periodically, usually once a month, for airing and must not be taken back to store until thoroughly dry and examined.
• Broken pegs must be replaced and the correct number, with a few spares kept with each tent.
• Tents must be stored clear off the ground to avoid damage by rats, insects, and damp.

Causes of Damage to Tents

• Burns due to careless smoking.
• Holes in canvas due to careless pitching or striking.
• Storage of articles close to tent walls.
• Writing on canvas, causing leaking spots.
• Split canvas due to over-taut tent lines.
• Striking and folding tents while damp.
• Loading tents on dirty lorries or mixing with oil drums.
• Oil stains due to careless contact with oily hands.
• Contact with battery acid, barbed wire, or petrol.
• Lighting fires or cooking inside tents.
• Use of charcoal jikos in tents.
• Standing rifles against the wall.

Scale of Issue

• For comfort and health reasons, the following scale is considered suitable:
  • Marquee: 15 men
  • Senior officers tent: 1 G.O or IP
  • Junior officers tent: 1 S/Sgt, or Sgt
  • Bush tent: 2 Cpls, or 4 Constables or 3 depending on length of time
  • Rank and file: 2 minor employees or as a store.

Police Animals

• Police animals are stationed at formations to the approved force establishments.
• All increases, decreases, and transfers of such animals will be notified to divisional headquarters in the monthly livestock return.
• This will include notification of the birth of foals, which will not be taken on strength until they are six months.

Preservation of Textiles and Cordage

• Textiles and cordage will be preserved by using the following preservatives:
  • Copper Naphthanate solution (1 volume) and white spirit (2 volumes)
  • Pentachloraphenal caurate solution
  • Pentachlorophenal Solution number 1
• Packages containing woolen articles must be protected against moth attack by one of the following repellents:
  • Naphthalene & Para-dichlorobenzine.

Preservation of Machinery and Equipment

• If there is a need to hold machines or expensive equipment for a period of years, they may be cocooned, i.e., they are completely enveloped in an airtight covering or a suitable plastic material.
• A simple variation is the keeping bright copper in polythene bags.

Fires and Fire Fighting

• If a fire starts, it can spread quickly.
• Not every fire is the same, and different kinds of fire can have different hazards and risks.
• The majority of fires start with a small flame, and very few fires should ever get out of control, provided that everyone understands how to use the equipment available and takes immediate action.
• The fire brigade when available should always be called, however small the fire may be.

Causes of Fire

• Lightning
• Flammable liquids
• Heating and cooking equipment
• Smokers' carelessness, matches, or cigarettes
• Electric wiring
• Rubbish burning
• Honey hunting
• Ashes throwing Chimneys

Three Ways to Put Out a Fire

• Fuel, heat, and air are essential for any fire to burn.
• Remove one of these and the fire will be extinguished.
• A fire will go out if you:
  • Remove its fuel
  • Rob it of air
  • Cool the burning material below its combustion point

Kinds (Classes) of Fire

• Class A: Fires involving solid combustible materials such as wood, paper, textile, furniture, fixtures, or fittings.

This quiz covers the basics of stores accounting, including receiving and charging stores, and maintaining a record of item movements. It focuses on the life cycle of store items and the importance of accurate tracking.