UNIT 4 : PURCHASING AND STORING

UNIT 4 : PURCHASING AND STORING

Concept mapping

Purchasing and
storing

Purchase agreement Store equipment Type of store

4.1 OBJECTIVE

4.1.1 To know how does the purchases of stores laboratories materials and the

arrangements.

4.1.2 To understand the right procedures of purchasing materials and the effects

4.2 INTRODUCTION

To replenish the stock, we must prepare an order. In preparation for this, the stocks are

checked at, say, yearly intervals to see they agree with the stock requirement is ordered. In many

institutions, where owing to poor planning or other reasons storage facilities are poor, it is not

possible to hold stocks of any magnitude. In these case materials may have to be ordered more or

less as required. If this method of ordering is necessary, a convenient way to keep at the limited

stocks at the working level, other than by the continual checking of numerous stock cards, is to

enter the goods at the time of issue on a recorder list. Alternatively, the various written indents

which have been placed on the stores may be referred to. The item entered on the reorder list are

consolidated and orders for goods are placed at frequent intervals as necessary. This method is

particularly applicable to the reordering of chemicals, where unprecedented may easily deplete

limited stocks. It has the additional merit of ensuring fresh stocks are available. Its disadvantages

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are the loss of discounts and the extra time spent on the requisitioning and invoicing of goods. A

card index system suitable for reordering chemicals in small laboratories has been described.

It is advisable to prepare all the reagents in a central room under the supervision of senior

laboratory technician. There are several advantages in this, chiefly that uniformity in the strange

of the solutions used throughout the department in ensured. Since all preparative work demand a

reasonable degree of personal concentration, entrance to the preparation room should be striated

to those persons whose presence is absolutely necessary. To store the prepared bulk solutions, a

numbers of containers for the dilute acids and other solutions in constant demand required.

Polythene aspirators are the most suitable for this purpose. In addition to the normal apparatus,

other larger items are required/in the preparation room. This is particularly true of the volumetric

ware, flasks of five-liter capacity being specially useful items.

4.2 Purchase arrangements

4.2.1 How to purchase

The various aids to purchasing, such as the British Instruments Directory and

Buyers’ Guide, are of great assistance but these must be supplemented, for

discriminating purchase, by personal experience gained over the years. Popular

brands of glassware and other standard apparatus may be brought from large supply

house, but there are many items which do not appear in their catalogues and which

may be required in the laboratory and workshop for the special work. To meet this

difficulty the store man must help himself by keeping a notebook or card index in

which the particulars of the specialist suppliers, including their speed delivery and

prices are kept. It is useful, too, to record the name of the reprehensive with whom

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one actually deals, for reference on future occasions. These and other particulars

eventually add up to an invaluable and irreplaceable list.

4.2.2 What to purchase

For deciding what to purchase, up-to-date catalogues and various pamphlets

should be collected and consulted by the lab assistance. When specialist equipment is

to be purchased such literature is also of assistance the person who work with the

equipment and, is often the case, he will approach the lab assistance to ask about

information and advice. The knowledge of the research worker, in terms of his

requirement, combined with the experience of the storekeeper in respect of delivery,

quality, and cost, ensure that the right apparatus for the work is made available at the

right time.

4.2.3 Cost

The cost of the goods must be considered in relation to the amount of money

available.

4.2.4 Quality

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The discriminating of buyer compare the quality of the goods with the

price. The goods must stand up to the use for which they are intended. For

example, the cost of crucible tongs varies considerably according to the material

of which they are made. In terms of length of lifeand their suitability for

gravimetric work, however, nickel tongs are infinitely better than cheeper iron

variety. It is glossly uneconomical to purchase cheap glassware for use in

laboratories. Those who have had the experience of heating soda glass true, for

example, will appreciate the ultimate saving which can be made when hard glass

ones are used.

4.2.5 Delivery

However cheap and whatever the quality, the goods are of no use if they

do not arrive when required. For this reason the delivery time is an important

consideration. It is necessary to evaluate the three above-mentioned factors (cost,

quality and delivery) when purchasing the goods, but if storage arrangements are

adequate, delivery time in most cases may be ignored.

4.2.6 Condition of sale

The condition of sale is laid down in the supplier may affect the purchase and

should be considered. Most firms are accommodating when wrong goods are

delivered or items are lost or damage in transit. Nevertheless, the customer should

be aware about the condition such as whatever or not the cost carriage is borne by

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the vendor, the method of singing the goods, and whether the prices as quoted in

the suppliers’ catalogue are subject to alternation without notice.

4.3 Stores equipment

4.3.1 Types of stores

Stores must be in keeping with the nature and size of the establishment they are

designed to serve and may accordingly be classified into three types such as

central stores, dispensing store and main store

i. Central store

Central stores are to be found in very large research or teaching

establishment and in industry and hold large stocks to meet the varied

requirements of such establishment. The individual requirements of the

departments concerned necessitate that the stocks from central stores be

distributed to subsidiary stores. The advantages of central storages are that

bulk purchasing arrangements be made for items which are common to a

number of departments. However, there are certain disadvantages such as

it is desirable for instance that the storeman should have a very intimate

knowledge of all apparatus held in the stores and to a great extent the use

to which it is put.

When a large volume and variety of stock is held on behalf of a

number of departments this knowledge is often lacking. Also, the various

departments which draw supplies from the store may not be satisfied with

the type of material which has been purchased and with which they are

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issued. Storage difficulties may also be encountered due to the mixed

nature of the materials.

ii. Main store

The second type of store is one which serves a particular

department or division and which within the limits of the division may be

called the main store. The material housed is usually applicable to one

technological subject although the range of items stocked may be quite

comprehensive. Such stores are to be found for instance in universities and

serve from a central position many laboratories within the same department.

Petty issues to individuals are not permitted from the main store

and similarly only major issues such as complete containers and case lots

are made to dispensing stores. In some instances a case lot may be divided

up between several dispensing stores. Chemical containers which have been

opened are not normally kept in the main store.

iii. Dispensing store

Within a particular laboratory area a third type of store is required

for dispensing small quantities of materials for local needs. The storeman in

charge is responsible for maintaining his stocks by indenting on the main

store.

In educational establishments students go to the dispensing store

for requirements additional to the initial set of apparatus with which they are

issued in their local the students is required to sign for apparatus at the store

and these items, plus the initial locker issue are debited to him and may be

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charged for if not returned in good condition at the end of the final term.

Students are allowed to use the particular store in their area but no other. 1

4.3.1 Size and layout of store

The size of stores is governed by the following requirements such as space

available, efficient layout and space utilization, bulkiness of items stored and

amount of stock to be held. Whatever size is decided upon it must allow for the

further expansion of the department.

When laboratories are in the planning stage the storage requirements are

sometimes glossed over or forgotten. Alternatively, an arbitrary area is set aside

with no thought as to its actual storage capacity. Stores must be planned in the

same way as laboratories and the space allocated must be realistic in relation to

the needs. The amount of stock to be held affects the size of the store. This

depends upon the local availability of equipment and on the period of time which

elapses between major purchases. To be able to purchases goods in bulk, at say

yearly intervals enable much cheaper purchases to be mud bit the storage

accommodation must be larger on this time.

An efficient store layout must be arrived at by first planning the

arrangement on paper so as properly to utilize the space available. Thought should

be given to aisles sizes, heights and layout of stacks and other similar matters.

There is, however a limit as to how much space should be utilized and a point is

1 The student laboratory and the sciences curriculu

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reached where the difficulty of stowing material exceeds any advantage in space

gained. The ease with which material may be stowed away depends on the height

and depth of the racks and bins and the layout of the aisles.

For complete safety and for ease of removal of material, certain general

rules apply. Heavy items must be stored low down and smaller items which often

be required should be within arm’s reach. Materials which are not often used and

bulky items of light weight may be kept on top of the racks. Similarly, if separate

storage is not available and bulk package storage and bin storage are used in the

same store, the bulk packages may be kept on top of the stacks. Racks may be

made higher if the bin fronts are reinforced so that they may b used as a ladder.

The type of material stored will quite obviously affect the stores layout because of

the need for the different shelf and bin arrangements. The material kept in the

physics department store for example necessitates quite different bin design as

compared with a chemistry department store.

4.3.2 Departmental stock book

In educational establishments a general stock book must be kept. The

objective of this stock book to maintain a record of all items of permanent value

and to enable their value to be assessed for the purpose of insurance. It is

customary to record all items above a certain value. The general apparatus held in

bulk in the main stores may also be included on the stock book, but once such

items leave the storeroom they are no longer and inventory item.

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The difficulty found with this system is in deciding exactly what

constitutes a permanent item. For instances, does a large. Pyrex aspirator, which

cost a considerable sum of money, falls within this category? There is no strict

line of demarcation and the items listed must be based on the local understanding

of the storekeeper.

The stock book is made up for inspection annually and the stockeeper

must locate the various items which may have been dispersed to the far corners of

the department. The task is onerous and difficult. To overcome this difficulty and

to track the movement’s portable furniture and other equipment each item is given

an identification number which should be marked on it. The number is noted in

the stock book against the item and to further assist together with its full

description.

The outside bodies from time to time donate sums of money for the

purchase of apparatus, to the department or to individuals working in the

department, often regard such apparatus as being on permanent loan. A list such

equipment may be periodically requested by the donating body. In such cases

their initials are painted on the apparatus and the details of the donation are

recorded against the item in the stock book. The particulars recorded in the book

thus enable the original order to be found quickly. The stock book information

also helps to locate equipment, already existing in the department, which may be

required for new projects.

As equipment wear out it must be struck off the stock book. Some items

never wear out but become as old as to become redundant, these too should be

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excluded. The stock book itself may be lost or destroyed by fire and duplicate

record should be kept and store in a place safe from fire or water.

4.4 Conclusions

The process of purchasing and storing the equipment should be happened in the

right procedure. If we use systematic procedure, the laboratory will be a good place for

practical work. So, as a science teacher we should make sure that all process in

laboratory must follow the right procedures.

Question

1. What the factors of arrangement in purchasing laboratory equipment?

I What to purchase

II Factors that effecting of purchasing

III How to purchase the materials and equipments

IV All above incorrect

A I, II and III

B I,II and IV

C I,III and IV

D I, II, III and IV

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1. The factors below will effects the purchasing process except?

A Cost

B Quality

C Supplier personality

D Delivery

2. When we receive the receipt of good, what are should we do?

A Take and store the goods

B Received the goods without checking

C Signing and checking for goods received

D Did not do anything

1. Who’s obligate for purchasing goods in school laboratory?

A Students

B The principle

C Science teachers

D Lab assistance

1. What is the function of dispensing stores?

A For dispensing small quantities of materials for local needs

B serves a particular department or division and which within the limits of the

division

C hold large stocks to meet the varied requirements of such establishment

D all above are incorrectly

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1. After we receive the equipments, what are we do if the equipments were broken?

A Sent the equipments to the store

B Just throw into bins

C Make a report and tell the supplier the problems that happen

D Non action taking

2. Which these types of stores?

I Main store III Central store

II Dispensing store IV Preparation room

A I and II C I, III and IV

B I,II and III D All above

1. This below are documentation for stores, except?

A Order form C Delivery note

B Invoice D Quotation

2. Which these are NOT the objective of stock book in stores management?

A to maintain a record of all items of permanent value

B just nothing advantages

C to enable their value to be assessed for the purpose of insurance

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D to locate equipment, already existing in the department, which may be required

for new projects

3. The aspects were being considered in store layout which are?

I The physical form

II Spaces available

III Efficient layout Central store

IV Space utilization

A I, II and III

B I,II and IV

C II, III and IV

D I, II, III and IV

Answer

1. A 2. C 3. C 4. D 5. A 6. C 7. B 8. D 9. B 10. C

References

Amritage, Philip and Fasemore, Johnson. (1977). Laboratory Safety: A Science Teacher’s

Source Book, Heinamann Education Books, London.

Chisman, Dennis (1987) Preliminary Issues, Practical Secondary Education: Planning for

Cost- Effectiveness in less Developed Countries, Commonwealth Secreteriat, London.

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Fahkru’l-Razi Ahmadun, Chuah Teong Guan and Mohd Halim Shah. 2005. Safety:

Principles & Practices in the Laboratory, Penerbit Universiti Putra Malaysia, Serdang.

Hegarty-Hazel, Elizabeth (1990), The Student Laboratory and the Science Curriculum: An

Overview, The Student Laboratory and the Science Curriculum, pt.1, pg.3.

McGrath, Dennis M. (1978), Some General Considerations, Laboratory Management and

Techniques For School and Colleges, Anthonian, Kuala Lumpur-Ipoh-Singapore.

Woolnough, Brian E. (1991). Setting the scene, Practical Science, pt.1, pg.6. Woolnough,

Brian E. (1991). Setting the scene, Practical Science, pt.1, pg. 13.

Woolnough, Brian E. (1991). Setting the scene, Practical Science, pt.1, pg. 14.

K. Guy. Laboratory organization and administration. London Butterworths

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