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.