Roles and Responsibilities of Store Keeper:
1. Material Receiving and Inspection:
▪ Receive incoming materials, verify against purchase orders, and inspect for quality and quantity.
▪ Document any discrepancies or damages and coordinate with suppliers for replacements if needed.
2. Inventory Management:
▪ Maintain accurate records of all materials in the inventory, including paper, ink, plates, and other
printing supplies.
▪ Monitor stock levels, reorder points, and replenish inventory to prevent shortages.
▪ Implement proper storage techniques to ensure materials are stored safely and free from damage.
3. Material Issuance:
▪ Fulfill internal requests for materials from production teams.
▪ Issue materials based on requisitions, ensuring proper documentation for tracking purposes.
4. Inventory Control:
▪ Conduct regular physical inventory checks to reconcile stock levels with records.
5. Coordination with Production:
▪ Collaborate with production managers to anticipate material needs based on job schedules.
▪ Ensure timely availability of required materials to prevent production delays.
6. Supplier Coordination:
▪ Maintain relationships with suppliers to ensure timely deliveries and resolve any supply-related issues.
▪ Negotiate favorable terms and prices for bulk purchases.
7. Record-Keeping:
▪ Maintain accurate documentation of material transactions, receipts, and issuances.
▪ Generate regular reports on inventory levels, consumption patterns, and reorder recommendations.
8. Health and Safety:
▪ Adhere to safety protocols and guidelines in material handling and storage.
9. Waste Management:
▪ Manage the disposal of unusable or obsolete materials in an environmentally responsible manner.
10. Continuous Improvement:
▪ Identify opportunities to optimize inventory management processes and propose improvements.
Work Flow
1. Material Request:
▪ Material requests must be initiated through the ERP system.
▪ In some cases, written requests are accepted.
▪ Immediate emergencies should be reported to the store with specific details.
2. Job Cards in GP:
▪ Utilize physical Job Cards in GP (with comprehensive details).
3. Procurement:
▪ Material procurement involves price checking with suppliers.
▪ Estimators should have access to inventory levels and required quantities.
▪ Inventory records must be well-maintained.
4. Inventory Management:
▪ Inventory team needs a Job number for material issuance.
▪ If material isn't available, a purchase should be made (quality with least cost).
▪ Ensure accurate inventory records for purchases and issuance.
5. Two Types of Purchases:
▪ Cash purchases applicable in specific scenarios (unique material, least cost, emergency).
▪ Credit purchases involve comparing 4 suppliers for maximum benefit.
Documentation for Credit Purchases:
6. LPO and Delivery Note:
▪ Credit purchases require a documented LPO.
▪ Suppliers provide a delivery note.
7. ERP Entry:
▪ Procurement communicates delivery note to concerned personnel and enters it into ERP.
▪ Even on-site deliveries must be entered as Goods Received Notes (GRNs) in ERP.
8. Material Consumption Tracking:
▪ Track and record the amount of material used for each specific job.
9. Standardized Names and Units:
▪ Ensure consistent naming and unit conventions in the ERP system.
10. Invoice Handling:
▪ Confirm that invoices match ERP records.
▪ Enter invoices into the system and submit them for approval.
11. Accurate Inventory Records:
▪ Maintain proper records of inventory counts.
▪ Unused or partial material should be properly accounted for.
12. Cash Invoice Handling:
▪ Enter cash invoices into the system.
▪ After approval, forward to finance for processing.
NOTE:
▪ To prevent inventory duplication, conduct cross-checks with the ERP system.
▪ Ensure that stock adjustments are validated with the finance department.
▪ Perform a reconciliation between physical and ERP inventory on a monthly basis.
▪ Properly allocate all consumption under a valid Job Number registered for the current year. (In cases
where a specific job number isn't applicable for miscellaneous items, list them and provide details to the
finance department.)
