Page 155 - Training 2019

- If stock is delivered on a delivery note – the delivery note number must be recorded in PENCIL. When the
stock is invoiced, the delivery note number is erased and the invoice number and details are recorded in PEN.
Only delivery note numbers are recorded in PENCIL and changed to PEN when the stock is invoiced;
- The history recorded on the bin card must be a perfect match to Pastel at all times;
- Every month at stock take, the totals on the bin card need to be marked as being correct. This way, the last
agreed upon point is recorded;
- All stock should be rotated when being packed on the shelves – FIFO – FIRST IN FIRST OUT;
- Old bin cards are not to be destroyed. The following process should be followed:
o When a bin card has reached the maximum number of lines, the total should be signed off by the Sales
Manager and Storeman and transferred to a new a bin card;
o ALL information contained on the old job card regarding minimum and maximum quantities, customer
specific items, etc. should be recorded on the new bin card for future reference;
o The balance brought forward from the previous bin card should be recorded in the very first line of the
bin card and again signed off by the Sales Manager and Storeman;
o The old bin card needs to be attached to the new bin card and kept as a reference in the event that
stock needs to be cross-referenced;
o Where there are more than 2 bin cards for a particular item (old card and the latest card), the oldest
card needs to be filed away securely and kept for a period of 3 years.
- Where the Storeman is not available (due to absence), it is the SALES MANAGER’S sole responsibility to issue
stock items from the warehouse, record these movements on the bin cards as well as record the movements
for the Storeman to update upon their return. If the SALES MANAGER is not available, the ADMIN PERSON
will perform this function – UNDER NO CIRCUMSTANCES IS ANY ONE ELSE ALLOWED TO ISSUE STOCK
OR RECORD MOVEMENTS ON THE BIN CARDS. For after hour deliveries the TSC’s will leave a clear note.

GENERAL ADMINISTRATION FUNCTION – MINIMUM AND MAXIMUM QUANTITIES:

Each Sales Manager is responsible for setting minimum and maximum stock quantities with input from the Storeman.
This needs to be monitored on a monthly basis and adjusted where necessary. The below points set out the procedures
to be followed:
- Minimum and maximum stock levels need to be determined by the Sales Manager and Storeman;
- All imported stock item minimum and maximum quantities should be determined by the Sales Manager;
- These levels need to be reviewed quarterly based on the last 3 month’s consumption and need to be adjusted
should volumes increase or decrease;
- The minimum and maximum quantities must be filled in on the top right hand side of the bin card;
- The stock levels MUST NOT drop below the minimum amounts as indicated on the bin card;
- The MINIMUM value should never be lower than three quarters of an average month’s sales;
- The MAXIMUM value should never be more than the two-month average stock sales (or a longer period should
an item require a longer period of time to be delivered by supplier – this will be determined based on the various
lead times supplied by the Import / Export Manager);
- When stock levels drop to the minimum levels, the Storeman must inform the Sales Manager promptly;
- The Storeman must prepare the necessary order in the order book to top up the stock from HQ;
- This needs to be checked by the Sales Manager and approved before sending the order confirmation to HQ;
- For locally sourced stock items, the Storeman must inform the Sales Manager that the stock level has dropped
to the minimum level before placing the order on the local supplier.
- This order must be approved by the Sales Manager before the order is placed.
- Pastel MIN and MAX stock levels should match the details on the bin card and updated where necessary should
a change in either of the values be required.

SOP-BC.001
Updated 22 May 2019 Initial___________