Module 2 Focused Flashcards
refers to Personnel/Units who are the recipients of supplies.
End user
refers to all items issued to PAF personnel and Units.
PAF Supplies
is a document used in requesting supplies and materials that are carried on stocks.
Requisition and Issue Slip (RIS)
is the document that shall be used every time there will be a transfer of property from an outgoing accountable officer to his/her successor or from one accountable officer to another of the same or another entity.
Property Transfer Report (PTR)
refers to the subordinate unit supply Officer of an accountable activity. Responsible for the care, maintenance and safeguarding of government property in his custody.
Responsible Supply Officer (RSO).
refer to the accountable Officer of a designated accountable activity who is primarily responsible for the implementation of supply accounting.
Supply Accountable Officer (SAO)
REQUIREMENTS FOR ISSUANCE:
- Issuance Directive (ID)
- Requisition and Issue Slip (RIS) or Property Transfer Report (PTR) (for equipment and vehicles)
The Issuance of supplies shall be in accordance with the Issuance Directive published by ________.
the Higher Headquarters (OA-4/HALC)
Necessary documents shall be submitted by ________ on or prior to the Issuance of Supplies.
the End user
“No ________, No Issuance” policy shall be strictly implemented.
Requisition and Issue Slip (RIS)
TRUE or FALSE
Validity of Issuance is effective only on the validity date indicated in the Issuance Directive.
TRUE
TRUE or FALSE
In the absence of SAO/RSO, authorized representative shall present authorization letter signed by Unit SAO/RSO and a valid military ID prior to issuance of supplies
TRUE
Physical count of properties located within a unit command. This involves actual count of stocks and the comparison of the results with the recorded balances.
INVENTORY
Quantity of goods that is held for some purpose or use.
INVENTORY
Stored quantity of goods that exceeds what is needed for the firm to function at the current time.
INVENTORY
________ may be kept “in-house,” or it may be held in a distant warehouse or distribution center for future use.
INVENTORY
________ involves the following:
- Physical count of materials on hand
- Verification of stock record balances
- Investigation and disclosure
- Adjustment of stocks and financial records
- Analysis of cause of inventory discrepancies
INVENTORY
[READ]
Good inventory management is essential to the operations of most organizations:
- Amount of money that inventory represents.
- Its input on the daily operations of the unit.
- Achieve accurate accounting of supplies.
- What, when and how much to order and stock.
- Provide maximum level of services to customer units at a minimal operational cost.
Physical counting of assets in the storage.
INVENTORY
Everything that has value
ASSETS
Refers to the place where supplies are kept on storage.
LOCATION
Provides specific/exact location of an item placed on storage.
LOCATION NUMBER
Given name or description of an item.
NOMENCLATURE
13-digit numbers which is unique to the item which it identifies and thus identifies it from every other items.
NATIONAL STOCK NUMBER (NSN)
Series of letters of numbers used as an identifying code for an item.
PART NUMBER
Refers to the actual number of item on stock.
QUANTITY
Specified Measurement as data which serve as the controlling parameter in the provisioning of supplies.
Examples. EA – Each
CN – Cartons
HD – Hundred
BX – Boxes
UNIT OF ISSUE (U/I)
Used to identify serviceable items.
YELLOW TAG
Used to identify reparable items.
GREEN TAG
Used to identify condemned/disposable items.
RED TAG
An inventory consists of 2 basic elements:
- the actual property in stock; and
- the records indicating the quantity of each item.
TRUE or FALSE
The purpose of inventory is to correct errors in processing and storage operations. This permits item and record balances to agree with actual quantities of stock on hand or in use.
TRUE
an itemized list or count of all or any designated property on hand at a given time; the property comprising an ________.
INVENTORY
6 Functions of Integrated Inventory Management (IM)
- CATALOGING
- REQUIREMENTS PLANNING
- PROCUREMENT DIRECTION
- DISTRIBUTION MANAGEMENT
- MAINTENANCE MANAGEMENT
- MATERIEL UTILIZATION AND DISPOSAL
This ________ function involves the control of inventories to insure that they are adequate, but not excessive, and that they are strategically located so as to be responsive to customer demands.
DISTRIBUTION MANAGEMENT
[READ]
Inventory Management (IM) Requirements:
- A system to keep track of the inventory on hand and on order.
- A reliable forecast of demand.
- Knowledge of lead times and its variability.
- Reasonable estimates of inventory holding costs, ordering costs, and shortage costs.
- A classification system for inventory items.
materials which requires protection in the interest of national security.
CLASSIFIED ITEM
materials which requires high degree protection and control, e.g. narcotics, precious metals etc.
SENSITIVE ITEMS
materials having a ready resale value highly and technical or hazardous in nature.
PILFERABLE ITEMS
An inventory system where counts are performed continuously, often eliminating the needs for an annual overall inventory.
CYCLE INVENTORY
“ to gain better control over the inventory.”
GOAL
An inventory accuracy audit technique where inventory is counted on a cyclic schedule rather than once a year.
CYCLE COUNTING
“ to identify items in error, thus triggering research, identification, and elimination of the cause of errors.”
PURPOSE
4 TYPES OF INVENTORY
- COMPLETE INVENTORY
- SAMPLE INVENTORY
- SPECIAL INVENTORY
- IN-USE/IN-PLACE EQUIPMENT INVENTORY
conducted using the close warehouse method. All items within the selected parameter are inventoried. The warehouse area being inventoried is closed except for emergency issues. All backlog transactions are processed immediately upon completion of an inventory.
COMPLETE INVENTORY
developed to provide better use of manpower and time. This method serves the same purpose as a complete inventory, however, only a random sample of items need to be counted. If the inventory fails the acceptable error rate, a complete inventory is conducted.
SAMPLE INVENTORY
conducted by line item on an as-required basis. Main reason is to correct out-of-balance condition resulting in warehouse refusal.
SPECIAL INVENTORY
usually performed only upon written request. Conducted discrepancies that cannot be resolved by property custodian.
IN-USE/IN-PLACE EQUIPMENT INVENTORY
2 METHODS OF INVENTORY
- “CLOSED” WAREHOUSE METHOD
- “OPEN” WAREHOUSE METHOD
is a method whereby the warehouse, or sections thereof, housing the property to be inventoried is closed to all receipt and issue transactions, except emergency issue transactions, while the physical count is being made.
“CLOSED” WAREHOUSE METHOD
is a method whereby normal receipts and issue transactions continue during the course of inventory.
“OPEN” WAREHOUSE METHOD
4 FREQUENCY OF INVENTORY (By Schedule)
- QUARTERLY INVENTORY
- SEMI-ANNUALLY INVENTORY
- ANNUAL INVENTORY
- AS-REQUIRED INVENTORY
covers out-of-warehouse investment assets, in-warehouse investment assets.
QUARTERLY INVENTORY
conducted for classified and sensitive items.
SEMI-ANNUALLY INVENTORY
conducted for nuclear ordnance, commodity management equipment and pilferage type items.
ANNUAL INVENTORY
inventory of all items added to the critical item management.
AS-REQUIRED INVENTORY
establish by fiscal year to ensure that all assigned locations and details are inventoried at the correct frequency.
SCHEDULE
is the day immediately before the inventory count begins. The opening record balance on which the ________ is the balance on which the inventory count is compared.
INVENTORY DEADLINE DATE
conducted before the inventory deadline date to identify and correct discrepancies that would affect the inventory.
PRE-INVENTORY SURVEY
3 PROBLEMS IN INVENTORY
- OVERAGES
- SHORTAGES
- REFUSAL
occur when more assets are found in the warehouse than what is reflected on the accountable cards.
OVERAGES
occur when fewer assets are found in the warehouse than are reflected on the accountable cards.
SHORTAGES
occur when no asset could be found in a given location but accountable records reflects on stock.
REFUSAL
2 PURPOSES OF INVENTORY
- CORRECT ERRORS
2. VALIDATE THE ACCOUNT
Improve the usefulness of property accounting records which is a function of accurate balances.
CORRECT ERRORS
Establish credibility of the stock record account to public law and recognized good business practices.
VALIDATE THE ACCOUNT
The performance of physical functions covering receipt, storage, and issue of supplies.
WAREHOUSING
The process or act of positioning and placing items (cartons, packages, pallet unit loads, etc.) in area set aside for holding these items or staging these items for shipment.
WAREHOUSING
is the holding and keeping of supplies for future use, ready for issue at any given time.
STORAGE
SCOPE: includes preparing and planning for supplies that will arrive at the location in the future, the processing and handling of supplies to the customer.
STORAGE
4 OBJECTIVES OF STORAGE & WAREHOUSING
- Full utilization of space
- Savings on time and labor
- Supply readiness and accessibility
- Maximum protection
every available foot of storage space should be put to use vertically and horizontally.
Full utilization of space
unexpected volume of shipments can be handled by a lean team of warehouse personnel at less operational time when supplies are stored properly and efficiently.
Savings on time and labor
supplies are stored in an efficient and proper manner for ease in selection and shipment with minimum amount of effort and cost involved. Each S.K.U location properly accessible.
Supply readiness and accessibility
proper protection of supplies from pilferage, the elements, fire, extremes in temperature, odor and lights.
Maximum protection
3 BASIC RESOURCES IN WAREHOUSING
- SPACE
- MANPOWER
- MATERIAL HANDLING EQUIPMENT
This pertains to the various types of areas or structures either covered or open-type utilized for the purpose of storing and protection of supplies.
SPACE
is one of the primary resources of a supply installation. It is also the greatest item of expense.
MANPOWER
is defined as any stationary or mobile equipment, powered, mechanical, or hand operated, that is used for the physical handling, storage, and movement of supplies.
MATERIAL HANDLING EQUIPMENT
3 CLASSES OF STORAGE
- FAST-MOVING
- SLOW-MOVING
- NON-MOVING or DORMANT
Classified as stocks issued regularly and expected to be used within a very short period due to its turnover.
FAST-MOVING
classified as stocks issued at intervals. Mostly monthly, quarterly or annually.
SLOW-MOVING
stocks classified as either for disposal or scrappage.
NON-MOVING or DORMANT
In warehousing, describes the method of rotating inventory to use oldest product first.
FIFO (First In First Out)
4 FUNCTIONS OF STORAGE
- RECEIVING
- STORING
- SHIPPING
- OTHER RELATED FUNCTIONS
The function encompassing the physical receipt of material, the inspection of the incoming shipment for conformance with the purchase order (quantity and damage), the identification of the delivery, and the preparation of receiving reports.
RECEIVING
To establish or verifying the exact or true identity of the materials e.g., type, FSN or other data concerning a supply item, during actual acceptance of certain product or component.
IDENTIFYING
the actual spot check of incoming shipment to ensure the contract requirements are met, without any damage to the item and that proper packaging and handling has been applied.
INSPECTING
Evaluating or determining an item as to their physical condition and degree of serviceability through the use of condition codes.
CLASSIFYING
The taking of supplies to pre-determined locations for storage using the planograph and stock locator system.
STORING
Applying protective measures including cleaning, drying, preservative “materials, barrier materials, cushioning, and containers when necessary.
PRESERVING
A physical count performed to determine the on hand quantity of an item or group of items.
INSPECTING
The function that performs tasks for the outgoing shipment of parts, components, and products. It includes packaging, marking, weighing, and loading for shipment.
SHIPPING
The method of “picking” the required quantity of specific products for movement to a packaging area (usually in response to one or more shipping orders) and documenting that the material was moved from one location to shipping.
SHIPPING
Assembly of items into a unit, intermediate, or exterior pack with necessary blocking, bracing, cushioning, weatherproofing, reinforcement and marking. Includes preservation, packaging and packing of military supplies and equipment.
SHIPPING
Method of posting numbers, nomenclature or symbols stamped, painted, or otherwise affixed to items or containers.
SHIPPING
[READ]
OTHER RELATED FUNCTION.
Measures taken by a military unit, activity, or installation to protect itself against all acts designed to, or which may, impair its effectiveness. A condition that results from the establishment and maintenance of protective measures that ensure a state of inviolability from hostile acts or influences.
Responsibility of every warehouse personnel to establish and maintain an effective safety programs as an integral part of the storage control system.
Are measures and/or programs establish and maintained to protect the supplies and Prevent occurrence of fire at the warehouse.
Good ________ includes proper use of storage space and material handling equipment, proper grouping of activities for a straight line flow and the attaining of maximum productivity of all personnel.
MANAGEMENT
Good storage management involves four important techniques namely;
- planning;
- directing;
- coordinating; and
- controlling.
Is an inventory-tracking system that allow you to assign locations to your inventory to facilitate greater tracking and the ability to store product randomly.
LOCATOR SYSTEM
is a Form used in the Supply and/or Property Division/ unit for each type of supplies to record all receipts and issues made. It shall be maintained by fund cluster.
STOCK CARD (SC)
minimum quantity of stocks which signals the need to re-order the item.
RE-ORDER POINT
A storage area floor plan layout or planographs is used as an excellent management tool for space control which enables planning for effective use of space.
STORAGE LAYOUT
The placing or keeping of item in an environment to prevent deterioration or damage and to facilitate handling in and out.
STORAGE
a portable, horizontal, rigid platform used as a base for assembling, storing, stacking, handling and transporting goods as a unit load, often equipped with a superstructure.
PALLETS
A platform, made of wood, plastic or steel, about 6 inches high by 40 in. by 48 in. on which goods are placed so they can be picked up by a forklift to be placed in storage or on a truck.
PALLETS
A pallet constructed with stringers that do not have notches, so that fork tines can be inserted only from the two open ends.
TWO-WAY PALLET
A pallet which, by its construction, allows forks of a lift to enterthe pallet from both sides and ends.
FOUR-WAY PALLET
A physical storage container such as a small corrugated or plastic parts bin. Likewise a box, frame, crib or enclosed container used to store or ship goods.
BIN
A shelving unit with physical dividers separating the storage locations.
BIN SHELVING
storage racking system specifically designed to store palletized loads.
RACKING SYSTEM
The movement of materials (raw materials, scrap, semi-finished and finished) to, through, and from productive processes; in warehouses and storage; and in receiving and shipping areas.
MATERIALS HANDLING
A manually powered fork truck. The operator physically pushes the forks into the opening on the pallet and “jacks” the racheting lift mechanism so as to raise the pallet off the floor. Once lifted, the load can be manually moved from place to place.
MANUAL HAND PALLET TRUCK
A machine-powered device either electric- or gas-powered, used to raise and lower freight and to move freight to different warehouse locations.
LIFT TRUCK or FORKLIFT
Fork lift truck using rear-mounted batteries and/or weights for maintaining balance.
COUNTERBALANCED FORKLIFT TRUCK
Material handling vehicle equipped with a device permitting the extension of the forks beyond the front of the truck to pick up loads. There are two types: (1) standard and (2) double-deep.
REACH TRUCK
is the application or use of protective measures to include cleaning, drying, preservative application, protective wrapping and/or cushioning, placing the item into a container, and complete identification markings.
PRESERVATION
a series of activities designed to improve workplace organization and standardization.
5S SYSTEM
get rid of clutter; separate out what is needed for the operations, through all items and removed unneeded items.
SORT (SEIRI)
remaining items, set limits, create temporary location indicators, organize the work area; make it easy to find what is needed.
SYSTEMIZE/SET IN ORDER (SEITON)
clean everything, the work area and use cleaning as inspection; make it shine.
SHINE (SEISO)
the first 3’s by implementing visual displays or controls, establish schedules and methods of performing the cleaning and sorting.
STANDARDIZE (SEIKETSU)
the gains thru implementation of mechanisms to sustain the gains through involvement of people, integration into the performance measurement system, discipline, and recognition.
SUSTAIN (SHITSUKE)
Internal measures or programs established to protect supplies from damage or destruction due to fire, unsafe practices and accidents.
SAFETY
- Heavy items on bottom.
- Big loads under small loads.
- Even stacks.
- Nothing sticking out; clear aisles.
SAFE STACKING
Protection of supplies against theft, sabotage, or other malicious acts.
SECURITY
Internal active and passive measures designed to prevent unauthorized access to personnel, equipment, installations, materiel and documents, and to safeguard them against espionage, sabotage, damage, and theft.
SECURITY
A general supply term used to plan and control supply operations. The ________ operations is the quantity of materiel authorized or directed to be held in anticipation of future demands. The level may be expressed per one day of supply or in quantity per item.
LEVEL OF SUPPLY
The maximum quantity of materiel authorized to be on hand and in order to sustain certain operations. The ________ consists of the sum of the stocks at the operating level and the order and shipping time (or procurement lead-time).
REQUISITIONING OBJECTIVE
The quantity of materiel required to sustain operation in the interval between requisitions or between the arrivals of successive shipment.
OPERATING LEVEL
The quantity of materiel in addition to the operating level required to be on hand to permit continuous operations where there is minor interruption in the demand.
SAFETY LEVEL
The elapsed time between the planning of an order for stock and a receipt of stock.
ORDER AND SHIPPING TIME
The maximum quantity of material authorized to be on hand to sustain the current operations and to meet unforeseen requirements. The ________ consists of the sum of the stocks represented by the operating level and the safety level.
STOCKAGE OBJECTIVE
The point in time when a stock replenishment requisition should be submitted to maintain the stockage objective. The sum of the safety level of supply plus the level for order and shipping time equals the ________.
REORDER POINT
The unit of quantity of supplies adopted as a standard measurement used to estimate the average daily expenditure of supplies under stated conditions. A ________ is estimated when feasible, by dividing supplies consumed over the previous 12 months by 360.
DAY OF SUPPLY
The portion of stock requisitioned which is not immediately available for supply and which is not referred to as secondary source of supply action, but is recorded as a commitment for future issue.
DUE-IN
Supplies accumulated in excess of the requisitioning objective and authorized to be retained for specific purpose, i.e., contingencies and mobilization stocks.
RESERVES
[READ]
Purposes of a Stock Control.
- Efficient stock control allows you to have the right amount of stock in the right place at the right time.
- It ensures that capital is not tied up unnecessarily, and protects production if problems arise with the supply chain.
- It promotes resource accountability and transparency…visible and optimal utilization.
[READ]
Reason for Maintaining Stocks.
- To improve customer/user service compensating for time needed to produce, handle and ship supplies.
- Inventory efficiency - capacity to support soldiers in the field with what is needed, when, where in a condition & quantity required at minimum expense.
- 3 basic reasons for keeping an inventory:
- Time - “lead-time“.
- Uncertainties in demand.
- Economies of scale – Bulk inventory.
[READ]
5 TYPES OF STOCKS.
- Raw materials (inputs brought from suppliers waiting to be used).
- Work in progress WIP (incomplete products still in the process of being made).
- Finished products.
- Properties for Disposal/Re-use.
- Equipment, plant and machinery spares.
TRUE or FALSE (tip from instructor)
No single technique is considered the “best” – It all depends on situation analysis.
TRUE
TRUE or FALSE (tip from instructor)
For a (3) = 90 days month supplies, it is determined by computing the average monthly consumption for the last (6) months plus 10% allowance for contingencies multiplied by (3).
TRUE
[READ]
as time goes on, the level of supplies must be maintained by using the Reorder Point Technique which can be calculated as follows:
Reorder Point (ROP) = Ld + Safety Stock
Where:
L – as the lead time which is stated in weeks.
G – generated demand in units for weeks.
TRUE or FALSE
When the stock reaches the Reorder Point, an order is initiated for additional stock.
TRUE
capacity to support soldiers in the field with what is needed, when, where in a condition & quantity required at minimum expense.
INVENTORY EFFICIENCY
3 basic reasons for keeping an inventory
- Time - “lead-time“.
- Uncertainties in demand.
- Economies of scale – Bulk inventory.
