“Any thing or any commodities available in particular time period is called
Main Documents :
MRR (Material Receiving Report)
MR ( Material Requisition)
ISTN ( Inter Stock Transfer Note)
MRN ( Material Return Note)
FR ( Financial Report)
DMR ( Daily Movement Report)
PO ( Purchase Order)
Store Reversal Form
Process Of Inventory Section
Indent Form: The person or the user of the concerning department of the
Organization will fill the indent form and get the approval from there unite
Purchase Requisition: Indent form will be send to the store , In store, the
process for the checking of mentioned inventory in indent form will be taken
from AS400 System . Then two copies of purchase requisition will be
generated. One copy of PR will be keep in record by the store and the other
will be send to the Commercial Department.
Quotations: On the behalf of PR the commercial department having the list
of suppliers and demand quotation for the required inventory. After the
quotations received the least rated quotation will be selected.
Purchase Order : According to the rates mentioned on the quotation four
copies of the PO ( Purchase Order) will be prepared. The copies send to the
following departments respectively,
1) Account Department
4) Commercial Department
Goods Release Form : In inspection department gate pass delivery Chelan
prepares and when the goods have be received . The person who raised for
those goods he/she will inspect the goods. If the goods does not having any
claim then inspection department generate Goods Release Form and submit
to the Store.
MRR ( Material Receiving Report) : According to the goods release form
the store department will prepare four copies of MRR and will send to the
following department respectively .
2) Account Payable
Invoice : When the MRR reach to the supplier then he will prepare an
invoice and will send to the payable department. Payable Department will
verify the MRR by matching there own receiving MRR and payable amount
will be issued by the chaque.
MR (Material Requisition Form): Then the person who needs the material
will fill three copies of “ Material Requisition Form” to get the goods from
the store. And these three copies are submitted to the following departments
2) Consumer/ User
In case of faulty material or excess the material will be send back to srore
through “Material Requisition Form” (For Return)
And in case of the damage product . The user returned the material to the
store after the damage the material will be get through material return note
I. Material Receiving Report and Material Requisition will be prepared
and maintained in daily basis.
II. Material Return Note and Inter store transfer note will be prepared
and maintained in five or six days
III. And in Edit Report MRR , MR , MRN and ISTN will be recorded
Discrepancy Report :
1) Unite Code : Unit codes are used in inventory are Kg , Number &
Prices but rejected negative balance.
2) Material receiving date and purchase order dates are not written right
for example , material receiving date is 06-June-2008 and order date is
07-Aug-2008 , So , Then how is it possible that order is placed after
the receiving material.
3) There is another case of due to Index Number and due to error in
quantity . This is due to miss-match of issue and receipt . For example
if in store there are 100 quantity but issued 105 unit , So, system will
show negative balance.
J.V ( Journal Voucher) : “ At the end of the month how much we
issued and receipt over the period for or under an account is called J.V”
After the discrepancy arrived in discrepancy report “ J.V for the month
report” is prepared to check and match the issued & receipt balances.
Material Amendment Voucher : ( MAV) Quantity ,unit code , error
can be made correct through MAV . And correction will be made at IT-
Department into AS400 SYSTEM
Discrepancy Report Amendment Voucher
This is to check at the end of the This is prepared each time for
month either all the amendments are correction.
made or not.