STORES INSPECTION BY BOARDS OF SURVEY AND STOCK

VERIFIERS Inspection of Stores at least once annually

3501-Government Stores will be regularly inspected and reported Accounting Officer will ensure that systematic inspections are made services of a Stock Verifier are not available,the Accounting Officer will apply for the appointment of a Board of Survey as stipulated in Financial Regulation 3423.

Closure of store during survey

3502- The store will be closed while a Board of Survey is being Conducted and no issue will be made without the sanction of the Chairman; for issues thus sanctioned, the Chairman will countersign the stores issue vouchers.

Procedure: programme of inspection

3503 -A Board of Survey will be required to inspect a minimum of 40 per cent of the stock categories, but if a serious discrepancy is found or suspected, then a 100 percent inspection must be made. Items selected for inspection must include all categories of stock, but especially those in general demand, of high value, or of the nature of attractive stores. A stock Verifier will be required to arrange a programme of inspection to cover the whole store at least once throughout the year.

Procedure: method of inspection

3504- i) At the end of every siores inspection, the Storekeeper or Stores Officer shall sign the survey sheets with or without comments.

ii) The following procedure will be observed, in addition to any special check required by the Board of Survey of the Stock Verifier:

a) Instruct the Storekeeper to make the accounting entries in the Stores Ledger for all receipts received and issues of stores up to the point of the closure of the store.

b) Make a physical count of the stock of each category inspected,examine each item for serviceability, and compare the physical stock count against the tally Card balance and the stock balance as shown on the relative Stores Ledger account.

c) deficiency and ensure that details of the deficiency are entered on the Stores Form 8.