Loading...
HomeMy WebLinkAboutG08.0 Warehouse and Inventory Control �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: WAREHOUSE AND SECTION: G NUMBER: 8.0 INVENTORY CONTROL PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 1 of 3 PURPOSE The purpose of the Warehouse Inventory Control policy is to ensure all city owned items are inventoried to ensure the items are maintained properly. POLICY 8.1 WAREHOUSE POLICY STATEMENT It is the policy of the City of Grapevine to maintain inventory items for daily usage of parts and supplies for various departments. This inventory shall be kept at the optimum daily requirements for each department in order to meet the repair and maintenance needs of the City. The City will not maintain inventory on items that can be readily purchased through wholesale and retail outlets or that have established annual contracts for just in time delivery. 8.2 WAREHOUSE HOURS OF OPERATION The warehouse hours are 6:45 am to 3:45 pm, Monday through Friday. 8.3 TYPES OF MATERIALS MAINTAINED IN THE WAREHOUSE The basic inventory line shall be only those items necessary to support the various City Departments on a daily basis. 8.4 CENTRALIZED WAREHOUSING All procurements for established stocked parts should be made through the centralized warehouse operation. A catalog of all stocked parts is available from the Warehouse. 8.5 REQUISITION/PURCHASE ORDERS FOR INVENTORY STOCK Purchasing will be responsible for the replenishment of warehouse inventory stock. 8.6 PURCHASING RESPONSIBILITY OF INVENTORY AND WAREHOUSE PERSONNEL The Purchasing Division is responsible for Warehouse personnel. Purchasing will be responsible for inventory accounting of parts. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: WAREHOUSE AND SECTION: G NUMBER: 8.0 INVENTORY CONTROL PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 2 of 3 8.7 DISBURSEMENT OF WAREHOUSE INVENTORY Warehouse inventory will be issued through the Faster Work Order system. 8.8 Warehouse inventory issues, adjustments orders and receipts will be completed through the Faster work order system. 8.9 FINANCIAL AND DEPARTMENTAL REPORTING RESPONSIBILITY 8.9.1 Accounting of Inventory Determined at the beginning of each fiscal year, inventory will be accounted for through an end of fiscal year physical count or a monthly cycle count. 8.9.2 Master Parts List Warehouse Personnel will be responsible for maintaining a Master Parts List of all inventoried parts under their control. This list will be maintained on a daily basis to include both active and inactive part numbers as well as new part numbers that have been set-up. Part numbers will follow the part number scheme that has been established by the city. 8.9.3 Reports Warehouse personnel for the general warehouse will be responsible for completing the following reports at the end of each month: o Warehouse `Charge To' o Warehouse `Transaction' o Warehouse `Ending Inventory' o Accounts Payable `Ending Inventory' 8.10 WAREHOUSE SECURITY Warehouse personnel shall be responsible for insuring that all entrances and exits to the warehouse are secured at all times. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: WAREHOUSE AND SECTION. G NUMBER: 8.0 INVENTORY CONTROL PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 3 of 3 8.11 MATERIALS REMOVED FROM INVENTORY AFTER NORMAL WORKING HOURS Materials should not be removed from the warehouse after normal working hours unless an emergency exists that requires immediate access to warehouse inventory. Keys will be issued to Department Directors that utilize the warehouse with instructions that the keys are to be used only in the case of an emergency. Departments should maintain an inventory of items outside of the warehouse for items that will be needed for evening and/or weekend work. If an emergency exists and withdrawal of inventory is necessary the department employee taking the inventory will be responsible for notifying the warehouse IN WRITING by 8:00 am the next scheduled work day of the items taken.