Document No. (5) for the year 1997

Procedures of Supplies receiving

and issuing in government warehouses

1-        A list of the warehouse needs of supplies and their quantities is to be prepared, according to annual consumption rate.

2- A- The warehouse keeper receives a copy of the supplies purchasing decisions and the purchasing order, to follow-up and receive the supplies duly, and within the period designated for delivery.

B- Samples and proofs, if any, are to be delivered to the warehouse keeper to match them with the delivered supplies at delivery.

3-        (A supplies receiving receipt as a deposit) shall be prepared, and the supplies to be placed in the deposits warehouse, upon supplies delivery to the warehouse, and a copy thereof is to be provided for the supplier.

4-        Testing and inspection of supplies and matching them with the specifications and conditions of the purchasing decision and the samples if any, by the receiving committee formed for this purpose, and a supplies receipt voucher shall be prepared, and if necessary, a sample of the delivered supplies shall be dispatched to be tested in the specialized laboratories, to assure that they meet the required specifications, or to seek experts and technicians assistant.

5-        A- In case of supplies acceptance and receipt by the receiving committee, the warehouse keeper shall prepare entries voucher according to the receipt voucher, and the invoice provided by the supplier, whereas the  supplies  are to be  placed  and arranged  according to the approved  storage bases.

B- In case of supplies rejection, the housekeeper shall notify the supplier through the supplies unit to remove the supplies within the period specified in the supplies act and to deliver supplies identical to the specifications within the delivery period.

6-        The received supplies shall be registered in the supplies register in its warehouse, whereas the supplies type, specifications, quantities and prices are to be included.

7-        The supplies shall be stored in the designated areas in the warehouse, according to storage approved bases and instructions No. (5) for the year 1994 (Instructions for administration and organization of government warehouses and stock control).

8-        Supplies shall be registered in the class card fixed on each shelf, indicating the supplies name and balance.

9-        Supplies shall be issued according to a (supplies issuance request voucher) signed by the department’s director general (under secretary) or whom he authorizes in writing, indicating the types and quantities required for issuance, and the issuance shall be conducted according to a discharge voucher, supported by an entries voucher from the department to which the supplies are to be issued, if issued from one warehouse to another or from one department to another, and if the supplies are issued for direct use they have to be registered in the custody register, and controlled if not consumable, but if they are consumable it must be stated as such on the discharge voucher.

10-      The issued supplies shall be discounted according to the discharges voucher from the supplies registers, and class cards, as well as re-written and matched with the actual stock.

11-      In case the supplies were not delivered within the designated period in the purchasing contract, the warehouse keeper should notify the concerned section in the department through his direct supervisor to take the necessary measures against the supplier without delay.

12-      The above procedures should be conducted according to the provisions of the supplies Act No. (32) for the year 1993, the instructions for administration and organization of government warehouse No. (5) for the year 1994, and tenders instructions No. (1) for the year 1994.

 

 

In the Name of Alla the Compassionate the Merciful

Document No. (5) for the year 1997

The documentary cycle in the government warehouses