STORE SCORE ASSESSEMENT SHEET Version 1.

Audit Period
Audit Kick off Date
Field-work Completion Date
Rating
Audit Health

Sl. No. Audit Area

1 Policies, Manual and Procedures of Store

1.1 Whether suitable policy and procedures have been formed for the
following:
1.1.a Carrying out surprise physical verification frequently.
1.1.b Determing and ensuring minimum, maximum material levels, and re-order
quantiy of material items.
1.1.c Ensuring due control and security for material items.
1.1.d Maintainance of proper records of all material items.
1.1.e Describing the procedure to be followed for getting requisition, issuing
materials, receiving materials and issuing purchase order.
1.1.f Describing the procedure to be followed for issuing clearance to outgoing
(resigned) employees.
1.1.g Ensuring getting back all material items issued to third party contractors
and monitoring so as to ensure their full and final settlement would not
happened before store clearance.

1.1.h Identifying scrap and its disposal.

1.1.i Procedure for transferring material from Store to another store and DGSCL
to other SPVs.
1.2 Whether store manual, policies and procedures are reviewed periodically
to cope with latest changes and pronouncements.
1.3 Whether store manual, policies and procedures are duly approved by the
competent authority/committee.
1.4 Whether handouts of policy and procedure is available at each store
location.

2 Physical verification of inventory with manual records and SAP records

2.1 Obtain list of all stores.

2.2 Obtain list of high value material items and carry out surprise physical
verification with manual records and SAP.
2.3 Carry out random physical verification of low value material items.
2.4 Whether store material items are prone to theft / misplacement due to
indequate / absence of proper security.
2.5 Whether store is phycially verifying the material items on periodically and
records of the same is maintained.
2.6 Identify and obtain the list of slow/non moving and obsolete / damaged
material items and carry out the age-wise anlysis and report blockage of
fund in these items.

3 Process Review of request for items from concerned deptt.

3.1 Whether requisition slip is duly authorised by HOD of the concerned deptt.

3.2 Whether immediately on receiving requisition slip by store, the requested

materials are searched and status of the same confirmed to the requested
deptt. / person.

3.3 If the requested material is not available in the store, whether Purchase
Requisition (PR) is issued to purchase deptt.
3.4 Whether approval from competent authority (VP and above) is obtained
for issuing PO for non-consumable items.
3.5 Whether all PR are updated in PR Receiving Register.
3.6 In case of issuance of materials to sub-contractor, whether signature of
respective site-in-charge is obtained on requisition slip.

4 Process Review of issuance from Store

4.1 Identify the method used for issuance of material. Ideally, FIFO method
should be adopted in order to avoid becoming the material obsolete.

4.2 Whether acknowledgement for receiving material items is obtained from

concerned deptt. / person / sub-contractor on requisition slip for having
receipt of requested material items.

4.3 Whether duly acknowledged requisition slip is preserved and filed

properly.
4.4 Identify cases of requisition slip pending for issuance of purchase
requisition to purchase deptt.
4.5 Bring out the cases where material items are issued without
acknowlegdement or without requisition slip.
4.6 Whether all material items issued are entered in Outward Register by
security guard.
4.7 Whether all non-consumable items issued to employees are entered into
Personal Loan Register.

5 Process Review of receipt into Store

5.1 Whether all vehicles bringing goods are entered on Inward Register by
security staff and ensure invoice bearing valid Purchase Order no.and
affixed Gate Entry Stamp mentioning date, time, vehicle no. and name of
security guard.

5.2 Whether immediately on receipt of material items from guard, material

items should be forwarded to store and store to ensure availability of
invoice, challan, Gate Entry Stamp on invoice and counting of material
items as per the purchase order.

5.3 Whether store has intimated user immediately for having receipt the
material.
5.4 Whether material has been returned back to the vendor if it does not as
per the specification as per PO on inspection from the user. All rejected
material should be kept seperately under sign "Not to be issued".

5.5 Whether all material received entered in Goods Received Note Register
maintained in triplicate form. Whether one copy along with invoice
forwarded to account and other copy given to purchase on daily basis.

6 Inter-Store Transfer
6.1 Whether material items are issued only on receiving request from other
store requiring material items.
6.2 Whether material items issued to other store only on the basis of Stock
Transfer Challan.
6.3 Whether material issued to other store is entered in Outward Register and
accordingly Gate Pass / Delivery Challan issued.
6.4 Whether security staff is checking the outgoing material as per the Gate
Pass.
6.4 In case of tranfer from DGSCL to other SPV, whether following things are
verified:
6.4.a Whether certificate is made in duplicate stating that transfer of material
from store not to be treated as sale.
6.4.b Whether cerficates is signed by VP (Account & Finance) and one copy of it
given to other SPV along with material issued to it.
6.4.c Whether store has in-build system for reconciling and recording of all such
instances seperately.

7 Process Review of providing clearance to outgoing (resigned employees)

7.1 Verify whether on seeking clearnace by outgoing (resigned employee)

from strore, Personal Loan Register is referred to ensure receiving back all
non-consumable items issued to that employee earlier.

7.2 Check whether, Personal Loan Register is updated accordingly.

7.3 Verfiy whether, there is system whereby non-consumables items issued to
employees are physically verified periodically (like once in every half year).
The same can be done by obtaining self-declaration from the employees.

8 Process Review of material received back to store

8.1 Whether material back to the store is checked for quantity and quality and
MRV (Material Receipt Vocher) is issued to concerned user/deptt/store.

8.2 Whether material back to the store is recorded in the Store Ledger
immediately.
8.3 If the material is not useable, whether the same is recorded in Scrap
Register.

9 Process Review of Receipt and Issuance of Diesel

9.1 Whether on arrival of vendor diesel tanker at store, the security staff
makes the entry of it in Inward Register and affixed Gate Entry Stamp on
the challan/Invoice.

9.2 Whether the diesel tanker is checked for purity like presence of water
contents by applying water checking paste.
9.3 Whether the vehicle is allowed to stand on flat surface for minimum 30
minutes so that the diesel achieved to flat level.
9.4 Whether the measurement of diesel is taken by dipping dip stick inside the
tanker and the Dip Stick level is checked with reference to chart of dip
stick.

9.5 Whether the vendor diesel tanker is floated to store tanker so as to ensure
entire diesel gets transferred from vendor tanker to store tanker.

9.6 Whether dip reading for store tanker is taken so as ensure no shortage of
diesel. If any shortage occurs, the fact of the same is immediately
mentioned on invoice/challan.

9.7 Whether date, time, quantity, vendor name, invoice no. and shortage if
any is recorded by the store.

9.8 Issuance of Diesel to Vehicle

9.8.a Whether authorised person of respective deptt filled the vehicle log book
mentioning meter reading, date and signature.
9.8.b Whether the store is having the list of persons duly authorised to fill log
book from the respective deptt.
9.8.c Whether store is verify the log book and actual meter reading of the
vehicle and prepare SIV (Store Issue Voucher) and Token mentioning
quantity and vehicle number.
9.8.d Whether these tokens are handed over to driver and on filling the vehicle
the token is filled with diesel quantity filled into the vehicle and signature
of vehicle driver is taken.

9.8.e Whether token collected for the day is reconciled with SIV and Store
Register by the store.

9.9 Issuance of Diesel to DG Sets

9.9.a Whether authorised persons from Electrical Deptt. approached to store for
filling diesel for DG and they go along with tanker for filling.

9.9.b Whether at the time of filling of diesel in genset, the log book and SIV is
signed by the respective representative of store and electrical deptt.

9.9.c Whether SIV is preserved with store and reconciled with Stock Ledger.

9.10 Whether diesel received and issued is entered in the log book of the
tanker and in the Stock Ledger of the store.
9.11 Whether balance quantity is cross checked with issued quantity and
received diesel in tanker.

10 Process Review of Scrap Material

10.1 Whether each scrap item is recorded in Scrap Register.
10.2 Whether scrap material is kept seperately and marked as "Not to be
Issued".
10.3 Whether proper control over scrap material is in place in order to avoid
theft and misplacement.
10.4 Whether each disposal of scrap material is approved by Directors citing
quantiy and estimated rates expected from the disposal.
10.5 In case of bulk disposal of scrap, whether tender is invited and appropriate
earnest money is obtained from final bidder so as ensure sale of scrap at
the agreed rate.

10.6 Verify and confirm that disposal of unuseable items are not contrary to the
terms of common loan agreement entered into with lenders.

11 Maintainance of Records
11.1 Whether records are kept up-to-date for all material items.
11.2 Whether manual records are tallying with SAP. If not, identify the reason
for difference.
11.3 Obtain a list of manual records maintained and comment upon their
quality and importance.
11.4 Obtain list of all GRN pending for handing over to account deptt.
11.5 Whether all records / vouchers / register pages are pre-numbered so as
ensure early retrieval and proper control.
11.6 Obtain list of all opened purchase requisition and give their agewise detail
and identify the reasons for delay.
12 Others
12.1 Whether store is left unattended and unlocked which exposed to risk of
theft/misplacement etc.
12.2 Whether any PC/Laptop found unlocked and unattended in the store.

12.3 Whether insurance coverage of stock is in line with the terms of Common
Loan Agreement.
12.4 Whether store staff is rotated periodically so as to ensure that a particular
staff would not be handing any particular responsibility for unduly greater
period.

12.5 Obtain opening balance of stock from account and verify whether opening
balances are matching with store records (both manual and SAP).

12.6 Others
Total
Validation
CORE ASSESSEMENT SHEET Version 1.1

From Month day, 2010 to Month day, 2010

Month day, 2010
Month day, 2010
100.00%
EXCELLENT

Sample Test Weight Individual Weight Risk

6

Review of Store Manual 40% High

Review of Store Manual 25% Medium

Review of Store Manual 20% High

Review of Store Manual 15% Low

14 100%

100% 50% High

Any 10 Items 20% Medium

 Review of Store 10% Medium

Review of Records 10% Medium

Review of Records 10% Medium

4 100%
Any 15 days 40% High

Any 15 days 10% Low

Any 15 days 10% Medium

Any 15 days 15% High

Any 15 days 12% Medium

Any 15 days 13% Medium

8 100%
Any 15 days 12% Medium

Any 15 days 12% Medium

Any 15 days 10% Low

Any 15 days 12% Medium

Any 15 days 30% High

Any 15 days 12% Medium

Any 15 days 12% Medium

6 100%
Any 15 days 15% Low

Any 15 days 24% Medium

Any 15 days 15% Low

Any 15 days 24% Medium

Any 15 days 22% Medium

12 100%
Any 15 days 17% Medium

Any 15 days 17% Medium

Any 15 days 16% Medium

Any 15 days 25% High

Any 15 days 25% High

8 100%

100% 30% Medium

100% 40% High

 100% 30% Medium

4 100%
Any 15 days 40% Medium

Any 15 days 40% Medium

Any 15 days 20% Low

40% 14 100%
Any 15 days 10% Low

Any 15 days 16% Medium

Any 15 days 16% Medium

Any 15 days 16% Medium

Any 15 days 16% Medium

Any 15 days 16% Medium

Any 15 days 10% Low

100%
30%
Any 15 days 20% Medium

Any 15 days 10% Low

Any 15 days 20% Medium

 Any 15 days 20% Medium

Any 15 days 30% High

100%
30%
Any 15 days 15% Low

Any 15 days 15% Low

Any 15 days 23% Medium

Any 15 days 24% Medium

Any 15 days 23% Medium

100%
6 100%
100% 15% Medium
100% 10% Low

100% 16% Medium

100% 16% Medium

100% 16% Medium

Review of CLA 27% High

10 100%
Review of Records 18% Medium
Review of Records 16% Medium

Review of Records 10% Low

Review of Records 10% Low

 Review of Records 18% Medium

Review of Records 28% High

8 100%
Surprise Verification and Process Review 25% High

Surprise Verification and Process Review 10% Low

Review of CLA 15% Medium

Review of Records 10% Low

Review of Records 15% Medium

25% Average
100 100%
VALID VALID
Score Test Rating Overall Rating
100.00% 100.00%

10

10

10

10

100.00%

10

10
10

10

10

100.00%
10

10

10

10

10
10

100.00%
10

10

10

10

10

10

10

100.00%
10

10

10

10

10

100.00%
10

10

10

10

10

100.00%

10

10
10

100.00%
10

10

10

100.00%
10 100.00%

10

10

10

10

10

10
100.00%

10

10

10
10

10
100.00%

10

10

10

10

10

100.00%
10
10

10

10

10

10

100.00%
10
10

10

10
10

10
100.00%
10

10

10

10

10

10
 Detailed Summary

Sl. No. Test Area Type Test Weight

1 Policies, Manual and Procedures of Store 6
2 Physical verification of inventory with manual records and SAP records
14
3 Process Review of request for items from concerned deptt. 4
4 Process Review of issuance from Store 8
5 Process Review of receipt into Store 6
6 Inter-Store Transfer 12
7 Process Review of providing clearance to outgoing (resigned employees)
8
8 Process Review of material received back to store 4
9 Process Review of Receipt and Issuance of Diesel 14
10 Process Review of Scrap Material 6
11 Maintainance of Records 10
12 Others 8
Overall 100
Test Rating
100.00%

100.00%
100.00%
100.00%
100.00%
100.00%

100.00%
100.00%
100.00%
100.00%
100.00%
100.00%
100.00%