General Stores

General Stores looks after the purchase of capital and non–capital items for all the departments and wards of Father Muller Charitable Institutions, College of Nursing, Homoeopathic Medical College, Medical College, Hostels of the Medical College, College of Nursing, Homoeopathic Medical College, Hostels at Deralakatte, Health Centres, St Antony’s Homoeopathic Hospital and the farms at Deralakatte, Kulshekar and Mullerkad.

Staff

• In-charge: 1
• Junior Clerks: 11
• Helpers: 2

Functions

• Purchase of materials and equipments required by the Institution.
• Issuing the materials to different wards, departments, etc.
• Correspondence with different companies, follow up is done when the material is not received on time.
• Sending the equipments for servicing / repairs when needed.
• Making arrangements for annual maintenance contract for different machines and equipments.
• Recording the transactions and other necessary information.
• Verification of the invoices received, recording in the computerized inventory register and forwarding the invoices sent to the Administrator for the approval and then to Accounts Section for payment.
• Storage of the materials.

Procedure for Purchases:

After receiving the indent from various Departments/Colleges, quotations are called for and then a comparative statement is prepared and the best supplier is called for negotiation with the Purchase Committee, the Administrators and the Director.

Maintenance of Stock:

A proper stock of items is maintained to meet unpredictable indents. Once in a year, the physical stock is checked and properly arranged.

Records Maintained:

• Computerized Records
  • Inventory and direct purchases
  • Stock report
  • Issue report
• Daily cash book
• Paid invoice book
• Advance paid book
• AMC Register
• Inventory Register
• Book for bills payable urgently
• Files on various supplies
• Record of bulk oxygen cylinders
• Record of LP.G. gas cylinders
• Record of parcels received
• Record of purchase of equipments
• Vendor evaluation