What is the Perpetual Inventory System?

Bin Card maintains a quantitative record of receipts, issues and closing balances of each item of stores. Like a bin card, the Stores Ledger is maintained to record all receipt and issue transactions in respect of materials. It is filled up with the help of goods received note and material requisitions. But a perpetual inventory system’s efficacy depends on the system of continuous stock taking. The first two forms are records of quantities received, issued and those in balance, but in the third record i.e. store ledger, value of receipts, issues and closing balance is also maintained.

The storekeeper should be able to foresee the nature, the magnitude of the differences and lay down proper accounting methods. If there is difference between the Bin Card and physical stock, it may be due to clerical mistake in posting and casting in the Bin Card or due to inaccuracies in measuring standards and conversion ratios used. This difference is apparent and either the Bin Card has to be corrected or the stocks re-verified.

Stocks are adjusted in a similar manner. This percentage should be reviewed and corrected periodically. Under this system of verification, the total number of man-days available for verification is calculated. The items to be verified per man-day are selected by classifying the various items into groups depending upon the time required.

If the purchased material subsequently deteriorates in quality because of bad storage, the loss is even more than what might arise from purchase of bad quality of materials. Apart from preservation of quality, the store-keeper also ensures safe custody of the material. It should be the function of store-keeper that the right quantity of materials always should be available in stock.

Perpetual inventory is essentially necessary for material control. It incidentally helps continuous stock taking. The checking of physical inventory is an essential feature of every sound system of material control.

It is usual to forward a debit note to the supplier. If the supplier accepts the claim, he signifies his acceptance by issue of a credit note. 7) APPROVAL OF INVOICES AND PAYMENTS The suppliers invoice should be checked before difference between bin card and store ledger payment is made. All calculations on the invoice should be checked for mathematical accuracy. If everything on the invoice is found to be correct, a voucher authorising payment is prepared and payment made accordingly.

These transactions do not find a place in Stores Ledger. Beginning with the item with the highest total cost, arrange different items in order of their total cost as computed under step above. Determine the total project cost of each item by multiplying its expected units to be used by the price per unit of such item.

For more details on Material cost jobs visit our Adequate records should be introduced to control materials during production and the quantities manufactured for stock. Months before the whole of the material originally allocated is drawn from the firm. The clerical work of the depot in respect of accountal of stocks should preferably be centralised in a Ledger Section where all the stock cards of the depot should be located . The section should be divided into sub-sections corresponding to one or more wards and each sub-section should deal with the same groups of stores as dealt within the corresponding wards. The section should be separate unit under the supervision of a subordinate independent of the ward organisation.

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Separate sheets for each item or continuous stores ledger may be maintained. The sheets should be serially numbered to obviate the risk of removal or loss. This may lead to inability of the firm to meet the materials purchase demand at the current market price.Closing stock of material will be represented very closely at a current market price. Opening and Closing of Stock Cards.—No card may be opened for the first time for an item, without the Stores Accounts Officer being advised on the same date to enable him to open a corresponding priced ledger card in his office. Not more than one card should be maintained for an item at a time, unless there is a difference in quality, such as new, second-hand etc., or it is found necessary by reason of different rates of credit to maintain separate records of stocks. A manuscript Advice of New Stock Card Form (S. 1404-A) should be prepared in triplicate giving the following information, viz., Class Price List Number, Nomenclature, Category of Stores, and ward.

difference between bin card and store ledger

No interruption of production process- Production process is not interrupted as the physical verification of stock is made on a planned and regular basis. There will not be a stoppage of production in case of continuous physical stock verification. Bin Card is prepared by stores department whereas Stores Ledger is prepared by costing department. The system acts as a moral check on the staff of the stores department to work honestly and to keep up-to-date records because it may be a surprise check of any material. Under centralized purchasing purchases are made at one central point for the whole organization and material is issued to respective departments or jobs as and when needed. Centralized purchasing is suitable in cases where the organization runs one plant.

Generally, copies of purchase order are given to Store or order indenting department, receiving department and cost accounting department. A copy of the purchase order with relevant purchase requisitions, is held in the file of the department to facilitate the follow-up of the delivery and also for approval of the invoice for payment. For control over buying of regular store materials, Inventory control system is to determine stock levels to be maintained and the number of quantities to be ordered. In respect of special materials, required for a special order or purpose, it is desirable that the concerned technical department should prepare materials specifications list specifying the quantity, size and order for the materials.

The additional amount of material ordered should be posted on the Position Card (S. 635) in the usual manner. On the back of the Contract Allotment Form (S. 629) or Estimate Advice Form (S. 634) the allotment for each depot and also the balance available to be drawn are exhibited. Each time a Purchase Order is placed, the supervisor should see if the balance of the total line allotment will be sufficient for the remainder of the contract period.

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The quantity of slow moving drugs are maintained accordingly. After invitation of tender from the vendors, interested vendors who are fulfilling all the criteria mentioned in the tender notice send their price quotations/ proposals to the purchase department. On the receipt of quotations, a comparative statement is prepared. For selecting material suppliers, the factors which the purchase department keeps in its mind are—price, quantity, quality offered, time of delivery, mode of transportation, terms of payment, reputation of supplier etc. In addition to the above listed factors purchase manager obtains other necessary information for final selection of material suppliers.

This document usually takes the form of a Material Returned Note or Material outward return note. It is suitable in times of falling price since the material cost charged to production will be high while the replacement cost of materials will be low. But, in case of rising prices, if this method is adopted, the charge to production will be high while the replacement cost of material will be low. The various levels indicated in a bin card enable the store-keeper to requisition materials as and when required.

The time interval between re- order level, when the fresh order is placed, and the time of actual receipt of materials is known as lead time. The system of control should be comprehensive enough to cover the flow of materials starting from the point of purchase up to the stage when materials are consumed and their costs compiled and assembled in cost sheets. The spaces for receipts and issues has been completely filled in, and extravagent consumption of cards will result. Secondly, wherever only numerical ledgers are abolished in favour of bin cards or mechanisation of transaction records, it permits easy transition without effecting the depots recoupment records. After the procurement of materials from the supplier actual material cost is calculated.

  • As the Stock recoupment Requisitions are made out, the blue and red signal should be removed.
  • After receipt of duly authorised purchase requisition from the store department or other departments, role of purchase department comes into play.
  • This method is useful in case when quantity purchased under each lot is different and price fluctuates frequently.
  • Differences due to avoidable causes should be valued and adjusted through the stores consumption account and recovered in cost as an item of stores overhead expenses.

Defectives are those units or portions of production which do not meet the quality standards due to sub-standard materials, bad-supervision, bad-planning, poor workmanship, inadequate-equipment and careless inspection. In the case of falling price, profit tend to rise due to lower material cost, yet the finished goods appear to be more competitive and are at market price. The first stage of analysis is to distinguish between the differences due to normal and abnormal causes.

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Checking the physical balance of a number of item every day sympathetically and by rotation. Where the material itself is replaced by another material due to either improved quality or fall in price. Any value realised from spoilage is credited to production order or production overhead account, as the case may be. Normal- The cost of scrap is borne by good units and income arises on account of realisable value is deducted from the cost. The frequency of purchases, price fluctuations and its range.

difference between bin card and store ledger

This book contains all information about containers received from various suppliers, container returned and balance which must match with the physical stock taken of the empties. But to ensure accuracy, the system must be supplemented by a system of continuous stock checking which ensures that physical stock agrees with the book figures. The system is essential for planning production and to see that production is not interrupted due to want of materials and stores. In order to meet external financial accounting requirements, it may not be necessary to accurately trace material costs to individual products.

The Stores Ledgershowing quantities and amount of each item. The products should be delivered to customers at the time only when they want. Anticipated usage of material in units is known. Cost per Order – It represents cost of placing an order for purchase.

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Insufficient stock not only pause the production but also cause a loss of revenue and goodwill. Materials become useless or obsolete due to changes in product, process, design or method of production, slow moving stocks have a low turnover ratio. Capital is locked up and cost of carrying have to be incurred. Hence management should take effective steps to minimize losses. In the perpetual inventory system, stores ledger is immediately updated after each receipt and issue of stock. Stores department maintains a record called stores ledger in which a separate folio is kept for each item of stock.

The system helps in keeping the stocks within the limits decided upon by the management so that excessive working capital is not sunk in the stock. The following are advantage of the perpetual inventory system. Explaining promptly the causes of discrepancies between physical balances and book figures.

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