Instructions No. (5)
for the year 1994
Instructions for
administering and
organizing of
government warehouses and stock control
Pursuant to the
authorities vested upon me according to article (69)
of Supplies Act No. (32) for the year 1993, I do
hereby decide to issue the following instructions
and to act accordingly starting from 16.8.1994: -
Definitions : -
Article (1):
These instructions are to be called (Instructions
for administering and organizing of government
warehouses and stock control).
Article (2):
Words and phrases defined in article (2) of Supplies
Act No. (32) for the year 1993 wherever mentioned in
these instructions shall hold the same meanings
specified to them in article (2) of the Act, unless
otherwise the context indicated.
Article (3):
Taking into consideration what has been mentioned in
article (2) of these instructions, the following
words and phrases wherever mentioned shall have the
same meanings specified to them hereunder unless
otherwise the context indicated: -
The warehouse :
-
The building and / or the storage yards in which
the supplies are to be kept until issuing it
for use or disposition, or any place
designated by the concerned parties for this
purpose.
The head of warehouses
unit : -
The officer in charge of the warehouse staff, and
of organizing its functions as well as supervising
thereon.
The warehouse keeper:
-
The officer in charge of the warehouse assets,
organizing it, supplies entry, delivering over and
preserving thereof.
The custody keeper:
-
The officer in charge, in any department, of
recording the supplies issued as custody on
employees in such department, and following up such
supplies affairs.
The warehouse clerk:
-
The warehouse
employee assigned to register transactions, arrange
files and any other functions that the nature of his
job requires.
The Supplier:
-
The person who
delivers supplies to any department, to be received
by such department.
Central supplies
register: -
The register (or
registers) in General Supplies Department in which
durable supplies are recorded and the registers
parallel to it in other departments.
Main supplies register:
-
The register or
(registers) approved in every department in which
the supplies are recorded, and re-issued to
sub-warehouses whether they were located in the
department's headquarters or outside it, or had been
issued or disposed of, to any other party, or any
other reason
according to the provisions of the effective
Supplies Act, and a register for every type
of supplies could be opened to reflect the actual
assets.
Supplies sub-register:
-
The registers in
which the supplies issued thereto from the main
register or locally purchased supplies are recorded,
in order to re-issue them for utilization.
Custody register:
-
The register in
which all supplies issued as supplies, in the
custody of any employee in the department are
recorded, to be followed-up by the custody keeper.
Lent and leased
supplies register:
-
The register in
which the lent and borrowed or leased and hired
supplies from one department to another are
recorded, according to duly entries and discharges
vouchers.
Trust deposition
notification:
-
A notification
organized to the supplier, stating the delivered
supplies as a deposit until duly received.
Entries voucher:
-
The approved voucher
according to which the supplies delivered to the
warehouse are entered, and signed by the employee in
charge thereof.
Discharges voucher:
-
The approved
voucher, according to which the supplies are
discharged from the warehouse, signed by the
employee in charge thereof.
Supplies issue request:
-
The approved request
according to which the supplies are to be requested
for use, in which the required quantities are
specified, and is to be signed by the authorized
supplies applicant.
Class card (statement
of entries and discharges) :
-
The approved card attached to any kind of
supplies stored in the warehouse, which indicates
the supplies kind, code, and all the transactions of
such supplies including entry, discharge, deletion,
damaging transferring or else, adding to stating the
balance, provided that it shall be identical with
the register contents of such a kind of supplies.
Receipt voucher:
-
It is the
established document in which the result of the
delivered supplies inspection is indicated, as well
as stating the extent to which the supplies meet the
purchasing resolutions, and the documents of
obtaining such supplies.
Warehouses organization
and supplies storage method: -
Article (4):
The rules that should be followed to organize
warehouses, in order to maintain the supplies
safety, require abiding by the following: -
A-
The warehouse
and storage yards should be located in a healthy
site and its building should suit with the nature of
the supplies stored therein, as well as the size and
handling method of the stored supplies, and should
be prepared in a manner that fits with the
requirements of the supplies storage including wide
doors.
B- The warehouse and
storage areas should be located far away from risks
that may affect supplies, and to be easy to the
access in and out of the warehouse.
C- Large areas
outside the warehouse should be provided for the
parking of large vehicles for loading and unloading
purposes.
D- The materials
applied to construct and coat the warehouse walls;
ceilings and floors should be fire resistant.
E- The warehouse
should be equipped with air-condition systems for
supplies the storage of which require such
facilities.
F- The
warehouse and the storage areas should be divided
into sections and shelves suitable for the nature
and kind of supplies stored therein.
G- A map should be
prepared for the sections of each warehouse, to
indicate the location of every kind of supplies, and
how to reach them, to be kept with the head of the
warehouse unit and the warehouse keeper.
H- Lighting should
be sufficient, and rationalization in electricity in
the areas, which have no active work, should be
observed.
I- To observe that
the floor and shelves could tolerate the weight of
the supplies to be stored on.
J- It is preferable
to have two areas in the warehouse, one for
receiving the supplies, and the other for issuing
them, in order to facilitate performance in the
warehouse.
Article (5):
Each kind of supplies should be stored in the
locations or shelves allocated to it, and the
storage locations should connected with the nature
of the supplies stored therein, according to the
followings: -
A- Separation of
solid supplies from liquid supplies.
B-
Separation of
brand new supplies from the second hand supplies.
C- Separation of
flammable supplies from the other supplies.
D- Separation of
supplies that require storage certain circumstances
and special conditions from the other supplies.
E- Storage of
valuable supplies in special secured locations.
F- Classification
and coding of supplies in a manner identical to the
coding approved by the department to which the
warehouse belongs.
G- Unification of
the methods of storage, transferring and
classification and reporting them to one
administration in each department.
H- Utilization of
vertical capacities in stockrooms, by establishing
shelves and secondary ceilings, to accommodate
additional quantities.
I-
Providing
ladders, forklifts and mobile machinery used to
handle the supplies, and assuring its closeness to
supplies in a manner to facilitate supplies access
and handling.
J- Arrangement of
supplies in a manner to facilitate the recognition
of the location of every kind of supplies, and
assure fast access and handling.
K- Attaching the
class card to every kind of supplies including the
code applied and each transaction occurred on the
stock, as well as the available balance therefore.
L- Applying a method
for supply issue, based on first in first out, to
avoid damage due to obsoleteness.
M- Unifying the
storage of every kind of supplies in one location in
every warehouse.
N- Storing the heavy
and bulk size supplies in the low areas and shelves,
and the light and small size supplies in the upper
shelves, to facilitate handling.
O- At the time of
storage the closeness or farness of the fast moving
and slow moving supplies should be taken into
consideration.
P-
The guidelines
and instructions related to handling and treatment
of every kind of supplies should be abided by,
whether at the time of packing, lifting, loading,
unloading or keeping, avoiding any damages that may
affect such supplies or workers.
Article (6):
The department
should provide each warehouse with the
followings: -
A- Conducting the
daily and weekly cleaning as well as monthly and
annually maintenance.
B- Weeding the
area around the warehouse when necessary.
C- Posting no
smoking signs in each warehouse, as well as signs
for flammable, poisonous, perishable supplies, as
well as the supplies that require special care.
D- Spraying
insecticides inside the warehouse to fight insects
and rodents, according to the instructions issued by
the concerned authorities from time to time.
E- Approving public
safety and fire fighting systems applied in
warehouses, according to the latest techniques
approved by the civil defense directorate, and
training the workers on the way of operating them.
F- Assuring the
durability of doors, windows protection grid and
safe locking when closing the warehouses.
G- Providing the
protection and security for warehouses, by using
protection measures and permanent guard points.
H- Providing the
protection means for the supplies stored in the
storage yards, to protect them from natural
conditions (rain, heat, cold, dust and else that may
affect the stored supplies).
Examination and
receiving of supplies: -
Article (7): The
supplies delivered to the warehouse should be placed
temporarily in a special place against a deposition
receipt until duly received.
A-The supplies
delivered to the warehouse should be received by a
committee formed according to the provisions of
Supplies Act.
B-The receiving
committee should examine such supplies and match
them in both quantity and quality, according to what
has been mentioned in the purchasing contract and /
or the delivery documents.
C-The receiving
committee depends, in receiving the supplies, on the
specifications and provisions (and the approved
sample or catalogues) specified by the concerned
authority, which conducted the purchase, or
delivery.
D-The receiving
committee is entitled to ask for the assistance of
experts and technicians from the government
employees for the supplies which their receiving
process requires that. It is also entitled to
conduct the required examination, and ask for the
assistance of experts and technicians out of the
government cadre, through the under-secretary.
E-After assuring the
conformity of the delivered supplies, the receiving
committee should duly prepare a receipt voucher, but
in case of inconformity or any violations, the
committee should reject the supplies and indicate
the violations in the receipt voucher, and in all
cases the supplier should be provided with a copy of
the receipt voucher.
F-The authorized employee is to organize an entries
voucher and record the received supplies in the
warehouse registers immediately after receiving them
from the receiving committee, provided that they
should be supported with the following documents: -
1.The receipt voucher,
the local purchasing request or the purchasing
decision.
2. The invoice, bill of
lading or their equivalent.
G-In case of receiving
any supplies through a committee they should be
delivered again to the concerned warehouse keeper,
or custody keeper directly by the committee,
before issuing any supplies thereof whether
partially or totally.
Stock control: -
Article (8):
The concerned employees should record the received
and issued
supplies without delay, and the warehouse keeper
should continuously review the warehouse
assets at least once a month, to assure that
entries, discharges and balances operations had been
recorded.
Article (9):A-If
it was indicated that invalid or excess supplies are
available, the warehouse keeper should report that
to the under-secretary through his direct head, and
attach lists of the kinds and quantities of such
supplies.
B-The warehouse keeper
should notify the concerned authorities about any
supplies the affectivity or expiry date of which
approached before a sufficient time, to enable the
department to dispose of such supplies, according to
the nature of the material and pursuant to the
instructions issued by the concerned department for
this purpose.
C-The under-secretary
shall form a committee to inspect such supplies, and
submit a report about their status, and accordingly
take the required measures in their respect,
according to the provisions of the Supplies Act.
Article (10):
The warehouse keeper should be always ready for any
inventory or inspection for the warehouse; he also
should keep the supplies in his custody organized
and arranged in a manner that facilitate their
confining and counting.
Article (11):
The warehouse keeper or any other employee therein
is not allowed to participate in the membership of
the inventory committee for the same warehouse.
Article (12):
The inventory and
inspection committee formation letter should specify
the warehouses and supplies to be inspected, as well
as the inventory closing date.
Article (13):
The inventory and inspection committees formed
according to the provisions of Supplies Act No.
(32) for the year 1993, should conduct the functions
assigned to them as follows: -
A-Suspension of
supplies receiving and issuing processes in the
warehouse for the supplies the inventory of which is
required, except for urgent cases in which issue
should be continued according to the approval of the
under-secretary or any person authorized in writing,
and with the knowledge of the inventory committee.
B-Initiating its
functions in the presence of the supplies custodian,
and if this was not possible, a committee should be
formed by the department to act on his behalf.
C-Agreeing on a certain
signal to be placed on the supplies on which the
inventory should be made.
D-In case of difference
between the register balance and the actual stock,
the committee should repeat the inventory to verify
the quantities.
E-Assuring the
availability of the class card coded and balanced on
every kind of supplies.
F-Verifying the
accuracy of records in supplies registers and
matching the book balances with the class card
balances.
G-Making inventory for
the warehouse assets and matching the book balances
with the actual stock.
H-Assuring that
supplies in the warehouse are classified and
arranged in a manner suitable for the supplies kind
and nature.
I-Assuring that the
warehouse and the storage yards are clean from
inside and outside.
J-Assuring that the
public safety facilities are available.
K-Assuring that the
security and protection facilities are available for
the warehouse and the stocked supplies.
L-Observing the stagnant and excess supplies, and
submitting the suitable recommendation about how to
dispose of them, according to the provisions of the
effective Supplies Act.
M-Observing the minimum
and maximum stock margins.
N-Assuring the complete
abidance by the provisions of the effective Supplies
Act and the approved instructions and guidelines.
Article (14):A-
The inventory and inspection committee should inform
the under-secretary, as per a separate statement,
about any shortage or increase in the supplies, in
order to take the necessary measures according to
the provisions of the effective Supplies Act.
B- The excess
supplies should be entered in the warehouse records,
according to entries voucher, and duly added to the
balance.
C- The inventory and
inspection committees should prepare their reports
supported with necessary statements concerning the
inventory results, and indicate whether they were
identical to the available stock or not, and submit
their reports to the concerned authorities including
their comments and recommendations.