Page 20 - 8025 - Controlling and locating stock Learner Guide.docx

ADVANCED

RISK MA
Record the stock

Goods added to stock records
Once the driver has left, you have to complete the necessary documents for the goods to be taken
into the stock of the business and then the goods have to be moved to stores from where they will
be sent to the various departments and customers as they are needed.

Goods received voucher
The larger companies make use of what is known as a Goods Received Voucher or Goods Received
Note where goods that have been received are recorded. The goods are then sent to stores with a
copy of the goods received voucher. You will keep one copy for your records. Usually, but this will
depend on the system in your company, you will staple the goods received voucher and the supplier’s
delivery note to each other and file them.
Computerised systems

These days everyone uses computerised systems, so it could be that in your organisation you have
to enter the details of the goods received voucher on the computer and then print out a copy to be
sent to stores with the goods. A computerised system ensures that the goods are added in the stock
of the business immediately and stores, purchasing and sales departments know about the stock
immediately. This means that sales can start selling, or stores can arrange for the goods to be packed
on shelves in the store immediately.
Stock codes, details and quantities

When you record stock, make very sure that your recording is accurate. You have to make sure that
you include:
 The internal stock code for the item

 The quantity that was delivered
 The description of the goods

 If required, the purchasing price and the selling price

Arrange payment
If you have to arrange for payment for the delivery, do this according to the procedure in your
organisation.

When the invoices are received from the supplier, they are sent to the store and accounting
departments for the verification of the quality and price of materials mentioned in the invoices. After
checking the required documents, the store department requests the accounting department to
make the payment of the invoice to the supplier.

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